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HomeMy WebLinkAboutMinutes - 2014.04.03 - 36802 April 3, 2014 Chairperson Middleton called the meeting of the Fina nce Com mittee to order at 9:02 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 COMPLIANCE OFFICE Pam Weipert, Compliance Officer Scott Guzzy, Purchasing Administrator CIRCUIT COURT Lisa Langton, Deputy Court Administrator Suzanne Hollyer, Director, Friend of the Court COUNTY EXECUTIVE Bob Daddow, Deputy County Executive Phil Bertolini, Deputy County Executive Bill Mullan, Media and Communications Officer ECONOMIC DEVELOPMENT/COMM. AFFAIRS Irene Spanos, Director EQUALIZATION Dave Hieber, Manager FACILITIES PLANNING & ENGINEERING Ed Joss, Manager INFORMATION TECHNOLOGY Ed Poisson, Director Patricia Coates, 9-1-1 Coordinator MANAGEMENT & BUDGET Laurie Van Pelt, Director, Management & Budget FISCAL SERVICES Tim Soave, Manager Lynn Sonkiss, Chief Holly Conforti, Chief Gaia Piir, Supervisor II Laura Huyghe, Accountant Prentiss Malone, Jr., Financial Analyst Antonio Pisacreta, F inancial Analyst PROSECUTING ATTORNEY Julie McMurtry, Chief, Juvenile Justice SHERIFF’S OFFICE Dale Cunningham, Business Manager Chuck Snarey, Major Curtis Childs, Captain TREASURER’S OFFICE Ross Gavin, Deputy Treasurer WATER RESOURCES COMMISSIONER Philip Sanzica, Chief Deputy Sue Coffey, Manager CITY OF ROCHESTER HILLS Allan E. Schneck, DPS Director 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 April 3, 2014 OTHERS PRESENT, CONT’D MUNETRIX Bob Kittle, President THE OAKLAND PRESS John Turk, Reporter BOARD OF COMMISSIONERS 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 Quarles moved approval of the previous minutes o f March 13, 2014, as printed. Supported by Matis. Motion carried on a voice vote. PRESENTATION OF THE AGENDA No changes to the agenda. PUBLIC COMMENT Mr. Hieber requested that the Finance Committee set a meeting for Thursday, April 17, 2014 to approve t he Equalization Report because at this time they are wai ting for the City of Southfield to submit their information. Mr. Hieber indicated that he anticipates receiving their information within the next day or so. He handed out a draft report for the 20 14 Comparison of Assessed and Taxable Values , excluding City of Southfield information, so that the commissioners could review information from the other communities. Mr. Hieber explained that this year there are three summary pages, one for all propertie s, one for real property and one for personal property. Mr. Hieber indicated that the County is on track with about 1% ahead from what was estimated last year. COMPREHENSIVE ANNUAL FINANCIAL REPORT (CAFR) AND THE FY 2014/ FY 2015/FY 2016 CONTINGENCY REPORT Comprehensive Annual Financial Report (CAFR) Mr. Soave distributed copies of the County’s 2013 Comprehensive Annual Financial Report (CAFR), which represents the results of the audited financial records of the County and covers all County operations for the fiscal year ended September 30, 2013. Mr. Soave explained that financial statements are required by State law, and they are to be filed with Treasury within 180 days of the close of the County’s Fiscal Year. Mr. Soave indicated that a copy of this report is available on line as well for the public to review. There is a simpler version that will be out on the website, and copies will be available to the commissioners on April 8, 2014. Mr. Soave informed the commissioners that at the next Finance Committee meeting, April 24, 2014, Plante Moran will be presenting the audit report and giving an explanation of what occurred this year. FY 2014/FY 2015/FY 2016 Contingency Report The FY 2014 – FY 2016 Capital Outlay – Miscellaneous balance will be reduced by $4,304 to $29,116 with the approval of a memo for the replacement of laptop computers in Facilities Management . The FY 2014 – FY 2016 Grant Match balance will be reduced by $7,666 to $867,574 with the adoption of Item #7 on today’s agenda. The Use of General Fund Equity During FY 2014 balance will be reduced by $672,265 with the adoption of Items 1a, 1b, 1c (Tri-Party Resolutions) and #10 , which reassigns fund balance of FINANCE COMMITTEE Page 3 April 3, 2014 $3,000,000 from the amount committed for FY 2014 to DWSD and then assigns $500,000 for DWSD alternatives. Commissioner Matis inquired about the $3,500,000 that is designated as unfunded mandates and asked for a breakdown of that. Ms. Van Pelt explained that the $3,500,000 is for things that the State or Federal government may impose on the County that is not budgeted for, such as indigent defense legislation that was recently passed. Taub moved to receive and file the FY 201 4 – FY 2016 Contingency Report dated March 6, 2014 and the Comprehensive Annual Financial Report . Supported by Zack. Motion carried on a voice vote. UPDATE ON ROYAL OAK TOWNSHIP DEBT TO COUNTY Ms. Sonkiss informed the commissioners that Royal Oak Township is now completely paid in full on their debt to the County for Equalization and Sheriff services . COMMUNICATIONS A. County Executive Compliance Office/Purchasing – Contract Exception Report for the April 3, 2014 Finance Committee Meeting B. Sheriff’s Office – 2014 Firehouse Subs – Grant Application C. Sheriff’s Office – 2014 Law Enforcement Distribution Regist ration – Grant Application D. Department of Management & Budget/Fiscal Services Division Reimbursement Unit – Annual Report for Fiscal Year 2013 E. Notice of Hearing: Village of Oxford – April 8, 2014 at 6:30 p.m. – RE: for industrial facilities tax (IFT) exemption district for the Village owned property at 98 Glaspie, parcels PO -04-26-101-012 and PO-04-26-101-013 Crawford moved to receive and file the Communications. Supported by Matis. Motion carried on a voice vote. CONSENT AGENDA 1a. MR #14068 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2014 APPROPRIATION – TOWNSHIP OF SPRINGFIELD – IMPROVEMENTS TO OAK HILL ROAD – PROJECT NO. 49902 The resolution, which was introduced by Bob Hoffman, authorizes the release of $33,983 (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 Township of Springfield. The project is for the paving of Oak Hill Road, a gravel road, from Di xie Highway to east of Jossman Road. A Cost Participation Agreement is included, and a budget amendment of $33,983 is recommended. Any additional project cost less than 15% of the original agreement will be honored under this agreement. Project costs ex ceeding 15% will require an additional resolution and approval. Scott moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote. 1b. MR #14069 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2014 APPROPRIATION – TOWNSHIP OF GROVELAND – IMPROVEMENTS TO OAK HILL ROAD – PROJECT NO. 49902 FINANCE COMMITTEE Page 4 April 3, 2014 The resolution, which was introduced by Bob Hoffman, authorizes the release of $33,983 (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 Township of Groveland. The project is for the paving of Oak Hill Road, a gravel road, from Dixie to east of Jossman Road. A Cost Partici pation Agreement is included, and a budget amendment of $33,983 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. Scott moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote. 1c. MR #14070 – BOARD OF COMM ISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2014 APPROPRIATION – TOWNSHIP OF WATERFORD – IMPROVEMENTS TO PONTIAC LAKE ROAD – PROJECT NO. 51131 The resolution, which was introduced by Tom Middleton, authorizes the release of $104,299 (Oakland County’s 1/3 share) in Tri -Party Road Improvement Program funds from the Oaklan d County Designated Fund Balance for a project that was submitted by the Township of Waterford. The project is for the reconstruction and widening of Pontiac Lake Road from Highland Road (M59) to Cass Lake Road. A Cost Participation Agreement is included, and a budget amendment of $104,299 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. Scott moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote. REGULAR AGENDA 2. ESTABLISHMENT OF OAKLAND COUNTY 9 -1-1 CHARGE RATE (FORMERLY TELEPHONE OPERATING SURCHARGE) FOR THE PERIOD JULY 1, 2014 TO JUNE 30, 2015 The State statutes associated with the 9 -1-1 Charge Rate require that County Board of Commissioners approve the fee annually for each fiscal year ending June 30. The resolution approving the 9-1-1 Charge Rate must be submitted to the State of Michigan no later than May 15, 2014 so that the surcharge can be placed on the telephone bills starting July 1, 2014. The funding provides capital and operating support for the County’s public safety radio communications system, which is operated on b ehalf of the County Sheriff’s Office, local units of governments’ police, fire and emergency medical services, hospitals and other related parties. Mr. Daddow explained that they need to resolve any of the capital needs, such as dispatch equipment, by 2020, and the recommendation at this time is to keep the 9 -1-1 charge rate at $.20 per device. The resolution approves the 9 -1-1 charge rate of $.20 per month per device as defined by Michigan statutes for the period of July 1, 2014 through June 30, 2015. The attached memorandum, which covers the financial, programmatic and capital status and needs of the Radio Communications Fund for the funding period of July 1, 2014 through June 30, 2015, recommends a continuation of the 9 -1-1 charge rate of $.20 per month per device as defined by Michigan Statutes. The Radio Communications Fund receives funding from a State distribution, tower fees and other miscellaneous revenues. Taub moved approval of the attached suggested resolution. Supported by Crawford. FINANCE COMMITTEE Page 5 April 3, 2014 Motion carried unanimously on a roll call vote. 3. SHERIFF’S OFFICE – CONTRACT AMENDMENT #1 FOR LAW ENFORCEMENT SERVICES IN THE TOWNSHIP OF ADDISON 2013 - 2015 The Charter Township of Addison is requesting the deletion of one (1) full -time eligible (FTE) Deputy II (no- fill) position from the number of contracted deputies at this community and the upgrading of one (1) Deputy II (no-fill) to Deputy II (with-fill) to their 2013-2015 patrol services contract in the Contract Patrol Addison Township Unit, Patrol Services Division of the Sheriff’s Office from April 19, 2014 to December 31, 2015. Contract billing rates for the position changes are reflected in the attached Schedule A. Matis moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote. 4. SHERIFF’S OFFICE – CONTRACT FOR FIRE DISPATCH SERVICES FOR THE CHARTER TOWNSHIP OF OXFORD 2014 - 2015 The Charter Township of Oxford has requested that the Sheriff’s Office dispatch fire calls for the T ownship, and the resolution establishes an agreement between the Oakland County Sheriff’s Office and the Charter Township of Oxford for these services for the period of April 1, 2014 through March 31, 2015. The contract rates, per the agreement, will be $3,750.38 per month. The revenue and expense budgets are amended for the six months of FY 2014 and six months of FY 2015 budgets by $22,502 each year. Long moved approval of the attached suggested Fiscal Note. Supported by Matis. Motion carried unanimously on a roll call vote. 5. SHERIFF’S DEPARTMENT – CONTRACT FOR COURT SECURITY AT THE 46TH DISTRICT COURT – SOUTHFIELD FOR 2014 The 46th District Court in Southfield is requesting that the Sheriff provide security to the Court with part -time, non-eligible (PTNE) Court Deputies through September 30, 2014, as the Oakland County Board of Commissioners has authorized district courts the opportunity to contract for security. The contract to provide services has been approved through the County Executive review process. The resolution authorizes the Chairperson of the Board to enter into the attached contract for court security with the 46 th District Court – Southfield for the remainder of Fiscal Year 2014, which is September 30, 2014. To support this contract, four General Fund/General Purpose PTNE 1,000 hours per year Court Deputy II positions will be created in the Court Security Unit, Corrective Services Satellite Division. The continuation of these positions is contingent upon renewal of this contract. Mr. Cunningham informed the commissioners that the Sheriff’s Department has already started court security services at the 46 th District Court because their previous vendor has already discontinued services. Quarles moved approval of the attached suggeste d Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote. 6. SHERIFF’S OFFICE – GRANT YEAR 2013 STATE CRIMINAL ALIEN ASSISTANCE PROGRAM (SCAAP) REIMBURSEMENT GRANT ACCEPTANCE The United States Department of Justice, Bureau of Just ice Assistance has awarded Oakland County $26,233 in Grant Year 2013 expenditure reimbursement funding for the State Criminal Alien Assistance FINANCE COMMITTEE Page 6 April 3, 2014 Program (SCAAP). The reimbursement period covers July 1, 2011 through June 30, 2012. The funding reimburses Corrections Officers’ salaries (based on a prescribed formula) for those officers who are directly involved in the care and maintenance of alien inmates housed in the Oakland County Jail. No County match is required. Acceptance of this grant does not obliga te the County to any future commitment, and continuation of this program is contingent upon future levels of reimbursement program funding. The resolution approves the grant reimbursement funding and authorizes the Chairperson of the Oakland County Board of Commissioners to execute the grant agreement. Mr. Cunningham explained that funding for this program has been gradually cut by the Federal government over the last ten years, as they used to get $200,000 for this program. He explained that the Sheriff’s Office submits a list on a quarterly basis of all prisoners in the Oakland County Jail, and the Federal Government determines which are illegal aliens, and then submits an amount for reimbursement to the County, and it is based on the number of days the illegal aliens are in the jail. Taub moved approval of the attached suggested Fiscal Note. Supported by Scott. Motion carried unanimously on a roll call vote. 7. MULTI-DEPARTMENTAL PROSECUTING ATTORNEY, CIRCUIT COURT – FAMILY DIVISION – PROGRA M YEAR 2012 JUVENILE ACCOUNTABILITY BLOCK GRANT (JABG) AMENDMENT #2 AND INTERGOVERNMENTAL AGREEMENT BETWEEN OAKLAND COUNTY AND THE CITY OF PONTIAC GRANT ACCEPTANCE The Michigan Department of Human Services has amended the program year (PY) 2012 Juvenile Accountability Block Grant (JABG) to extend and add $76,647 in grant funding, includ ing grantor funds of $68,981 and a County match of $7,666. In addition, the Prosecuting Attorney’s Office has agreed to convert one of their general fund expense line items in the amount of $4,288 to cover the balance of the program budget. The grant provides funding for the continuation of the Prosecuting Attorney Teen Court Program for the City of Pontiac, with Oakland County acting as the fiduciary and lead agency; and $2,000 in funding for the continuation of the Circuit Court Juvenile Drug Court Art Therapy Program. In addition to the County match requirements, the County is expected to incur administrative and support costs of $7,178, and the grant does not allow for recovery of those costs. The grant continues funding for one full -time eligible Probation Officer I position to perform Teen Court activities and provides funding for contractual services for a facilitator for Art Therapy in the Circuit Court. The Public Services Committee amended the resolution by adding a BE IT FURTHER R ESOLVED paragraph, as follows: “BE IT FURTHER RESOLVED that the Chairperson of the Board of Commissioners is authorized to execute the intergovernmental agreement with the City of Pon tiac for the purpose of accepting the JABG grant funds and operating alternative programs for juvenile criminal offenses”. A revised resolution was handed out at today’s meeting as a replacement to the one that was in the packets. Zack moved approval of the attached suggested Fiscal Note. Supported by Matis. Motion carried unanimously on a roll call vote. 8. DEPARTMENT OF CENTRAL SERVICES – OAKLAND COUNTY INTERNATIONAL AIRPORT – 2014 GRANT PROGRAM ACCEPTANCE – REHABILITATION OF TAXIWAY NORTH HANGAR AREA CONSTRUCTION The Michigan Department of Transportation has awarded the County of Oakland $1,039,000 in grant funding, which consists of $876,081 in Federal funds, $114,707 in State funds and a required County match of $48,212, which is available in t he Airport Fund. The grant funds are to be used for the development and FINANCE COMMITTEE Page 7 April 3, 2014 improvement of the Oakland County International Airport. The project consists of the construction to rehabilitate the Taxiway North hangar area at the Oakland County International Ai rport. The Michigan Department of Transportation shall act as agent on behalf of the County in the administration of this project. The resolution accepts the grant contract in an amount not to exceed $1,039,000. The target date of completion for this project is 36 months from the date of the award. Scott moved approval of the attached sugge sted Fiscal Note. Supported by Woodward. Motion carried unanimously on a roll call vote. 9. FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING – FRIEND OF THE COURT – OFFICE EXPANSION AND RENOVATION PROJECT Facilities Management and the Friend of the Court are seeking approval of the expansion and renovation of the Friend of the Court by moving their Systems Support/Scanning Unit into space available in the Michigan Tax Tribunal suite at 250 Elizabeth Lake Road. Ms. Hollyer explained that during a recent annual tour of the Friend of the Court facility with Mr. Holdsworth in which they assess the department’s needs , it was suggested that they could utilize some vacant space in the Michigan Tax Tribunal suite, which would allow the Friend of Court to centralize their technical resources. Customer Service staff would also be able to be in the same location, making for more efficient services, and it would fr ee up a couple offices for referees who do not currently have an office. Taub moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote. 10. MR #14064 – EVALUATION OF ALTERNATIVES TO CONTINUED UTILIZATION OF THE DETROIT WATER AND SEWERAGE (DWSD) BY OAKLAND COUNTY GOVERNMENT AND COMMUNITIES Commissioner Runestad introduced this resolution that was co-sponsored by all commissioners, requesting that the Oakland County Executive and the Oakland C ounty Water Resources Commissioner conduct a review of alternatives for the continued use of the Detroit Water and Sewer System by Oakland County Government and Oakland County communities. The resolution authorizes that $3,000,000 be reassigned from the Committed to FY 2014 Fund Balance to a new assignment of fund balance titled DWSD Evaluation/Alternatives to support the ongoing evaluation of alternatives , and that $500,000 of the DWSD Evaluation/Alternatives fund balance be appropriated to support the ev aluation and necessary resources. Commissioner Runestad explained that the $500,000 will be used to look at all of Oakland County’s options to the Detroit Water and Sewer services and take a comprehensive look at what ha d been studied before and everything that needs to be currently studied so all options are considered before going forward. Mr. Daddow, Mr. Sanzica, Mr. Poisson and Ms. Coffey were present to answer questions. Taub moved to report to the full Board to recommend the following: • The Oakland County Executive and the Oakland County Water Resources Commissioner promptly conduct a review of responsible alternatives to the continued use of the Detroit Water and Sewer System (DWSD) by Oakland County Government and by Oakland County communities; and • The Board authorizes the retention, in a manner consistent with the Oakland County Purchasing Policies established by the Board of Commissioners, of such technical, financial, legal and other experts as may be necessary to assist in the examination of alternatives to the continued, monopolistic use of the DWSD; and • The Board authorizes $3,000,000 be re -assigned from the Committed to FY 2014 fund balance assignment (GL #383447) to a new assignment of fund balance titled DWSD FINANCE COMMITTEE Page 8 April 3, 2014 • Evaluation/ Alternatives (GL #383395) to support the on-going evaluation of alternatives; and • The Board appropriates $500,000 of the DWSD Evaluation/Alternatives fund balance assignment (GL #383395) to support the evaluation and necessary resources. Supported by Woodward. Motion carried unanimously on a roll call vote. OTHER BUSINESS/ADJOURNMENT Munetrix Demonstration – Bob Kittle Chairperson Middleton indicated that he and Commissioner Gingell reviewed the Munetrix program and thought it might be a program that commissioners could share with local communities in Oakland County to consider for accounting and reporting to the state government. Bob Kittle, President of Munetrix, gave a brief presentation of the Munetrix program, explaining that Munetrix is a financial manage ment tool for local governments to give insight into their financial health allowing for transparency and accountability. 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 Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.