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HomeMy WebLinkAboutMinutes - 2014.04.24 - 36808OAKLAND COUNTY BOARD OF COMMISSIONERS 1200 N. TELEGRAPH ROAD, PONTIAC, MI 48341-0475 Telephone (248) 858 -0100 FAX (248) 858 -1572 FINANCE COMMITTEE April 24, 2014 Chairperson Middleton called the meeting of the Fina nce Committee to order at 9:40 a.m. in the Commissioners' Auditorium, County Service Center in Pontiac, Michigan. COMMITTEE MEMBERS PRESENT Tom Middleton, David Woodward, Christine Long, John Scott, Jeff Matis, Helaine Zack, Nancy Quarles COMMITTEE MEMBERS ABSENT WITH NOTICE Shelley Taub and Kathy Crawford OTHERS PRESENT AVIATION Karl Randall, Manager COMPLIANCE OFFICE Scott Guzzy, Purchasing Administrator COUNTY EXECUTIVE Phil Bertolini, Deputy County Executive FACILITIES PLANNING & ENGINEERING Art Holdsworth, Director MANAGEMENT & BUDGET Laurie Van Pelt, Director, Management & Budget FISCAL SERVICES Tim Soave, Manager Lynn Sonkiss, Chief Holly Conforti, Chief Gaia Piir, Supervisor II Antonio Pisacreta, Financial Analyst Ebru Adoglu-Jones, Financial Analyst Leo Lease, Financial Analyst SHERIFF’S OFFICE Mike McCabe, Undersheriff Dale Cunningham, Business Man ager TREASURER’S OFFICE Andy Meisner, Treasurer WATER RESOURCES COMMISSIONER Sue Coffey, Manager PLANTE MORAN Tim St. Andrew, Auditor Bill Brickey, Auditor Joe Heffernan, Auditor HOPE SHELTER Elizabeth Kelly, Executive Director PUBLIC Students from Several Oakland County High Schools 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. Christine Long John Scott Kathy Crawford Jeff Matis Helaine Zack Nancy Quarles TOM MIDDLETON Chairperson SHELLEY TAUB Vice Chairperson DAVE WOODWARD Minority Vice Chairperson Christine Long John Scott Kathy Crawford Jeff Matis Helaine Zack Nancy Quarles FINANCE COMMITTEE Page 2 April 24, 2014 APPROVAL OF THE PREVIOUS MINUTES Scott moved approval of the previous minutes o f April 17, 2014, as printed. Supported by Quarles. Motion carried on a voice vote. PRESENTATION OF THE AGENDA No changes to the agenda. PUBLIC COMMENT Commissioner Long welcomed the students that were present today for Youth In Government Day . FY 2014/ FY 2015/FY 2016 CONTINGENCY REPORT There are no items on today’s agenda that affect the FY 2014 – FY 2016 General Continge ncy of $158,815. The FY 2014 – FY 2016 Classification and Rate Change Current Year’s Activity will be reduced by $6,904 to $39,688 with the adoption of Item #9 on today’s agenda. The Use of General Fund Equity During FY 2014 balance will be reduced by $93,057 with the adoption of Items #1 and #16 (Tri-Party Resolutions), and the Board of Commissioners’ Project balance will be reduced by $10,000 with the adoption of Items #18 and #19. Quarles moved to receive and file the FY 201 4 – FY 2016 Contingency Report dated April 18, 2014. Supported by Matis. Motion carried on a voice vote. COMMUNICATIONS A. County Executive Compliance Office/Purchasing – Contract Exception Report for the April 24, 2014 Finance Committee Meeting B. Economic Development & Community Affairs Department, Community & Home Improvement Division – Fiscal Year (FY) 2014 and FY 2015 Comprehensive Housing Counseling Grant Program Application C. Economic Development & Community Affairs Department, Community & Home Improvement Division – 2014 Annual Action Plan and Consolidated Grant Application for Community Development Block Grant (CDBG), HOME Investment Partnership Grant (HOME) and Emergency Solutions Grant (ESG) D. Economic Development & Community Affairs Dept., Community & Home Improvement Division – Program Year (PY) 2014/2015 Housing Education Program – Grant Application E. Sheriff’s Office – 2014 State Criminal Alien Assistance Program (SCAAP) – Grant Application F. Notice of Hearing: City of Southfield – April 28, 2014 at 7:00 p.m. – RE: Establishment of an Industrial Development District Under Public Act 198 of 1974, as amended G. Notice of Hearing: City of Pontiac – May 8, 2014 at 5:30 p.m. – RE: Proposal to Remove from the Boundaries of the Tax Increment Finance Authority Parcel 64 -19-03-200-019, Com monly Known as 2100 S. Opdyke FINANCE COMMITTEE Page 3 April 24, 2014 COMMUNICATIONS cont’d H. Notice of Hearing: City of Auburn Hills – April 21, 2014 at 7:00 p.m. RE: 1) Approving an Industrial Facilities Exemption Certificate (IFEC) for Personal Property; 2) Approving Transfer of IFEC #2004- 373, IFEC #2005 -565, IFEC #2011 -251, IFEC #2013 -213 and IFEC #2013-217 Long moved to receive and file the Communications. Supported by Zack. Motion carried on a voice vote. CONSENT AGENDA 1. MR #14089 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2014 APPROPRIATION – CITY OF ROCHESTER HILLS – IMPROVEMENTS TO AVON ROAD – PROJECT NO. 51121 The resolution, which was introduced by Jeff Matis and Robert Gosselin, a uthorizes the release of $89,835 (Oakland County’s 1/3 s hare) in Tri-Party Road Improvement Program funds from the Oakland County Designated Fund Balance for a project that was submitted by the City of Rochester Hills. The project is for the reconstruction and widening of Avon Road from Adams Road to Livernois Road. A Cost Participation Agreement is included, and a budget amendment of $89,835 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. Matis moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote with Taub and Crawford absent . REGULAR AGENDA 2. FY 2013 INDEPENDENT AUDIT PRESENTATION Mr. Heffernan explained that financial statements are put together by Oakland County’s Fiscal Services Division, and then the staff at Plante Moran looks at internal controls, conducts test samples and then gives an opinion as to the County’s financial statem ents in the form of a c omprehensive financial report. Mr. Heffernan indicated that the County has had six years of declining taxable value, which is the County’s #1 source of revenue property taxes that are levied and collected by the County. Mr. Heffernan explained that the County uses a three-year budget and five -year forecast to see what is happening before it happens, and changes were made in time to be able to maintain and grow slightly putting the County in a position at this point in time to start to go up, not as much as inflation but an increase. Mr. Brickey gave some brief highlights of the FY 2013 Plante Mo ran Independent Audit explaining that they found areas in which there were accounting issues and County journal issues that were corrected , and Fiscal Services has put together a plan to avoid those issues in the future. Scott moved to receive and file the FY 2013 Independent Audit by Plante Moran . Supported by Quarles. Motion carried unanimously on a roll call vote with Taub a nd Crawford absent. FINANCE COMMITTEE Page 4 April 24, 2014 3. SHERIFF’S OFFICE – CONTRACT FOR AUXILIARY DEPUTY SERVICES IN THE CITY OF ORCHARD LAKE 2014 The Sheriff’s Office is seeking approval of an annual contract between the City of Orchard Lake Village and the County of Oakland for pa trol services for special events within the City. The term of the contract is from May 1, 2014 through December 31, 2014. Special event deputy services in the City will be performed on an overtime basis, which requires the continuation of one General Fun d/General Purpose part-time, non- eligible 240 hours /year Mounted Deputy position in the Parks Unit, Patrol Services Division of the Sheriff’s Office. No budget amendment is needed as the position is currently reflected in the Sheriff’s Office, Patrol Services Division budget. Undersheriff McCabe explained that the City of Orchard Lake will reimburse the County for overtime. Scott moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote with Taub and Crawford absent . 4. DEPARTMENT OF FACILITIES MANAGEMENT/SHERIFF’S OFFICE – APPROVAL AND ACCEPTANCE OF LEASE AGREEMENT WITH MIDFIELD MANAGEMENT, LLC FOR USE OF HANGAR SPACE FOR STORAGE OF HELICOPTERS AT 6544 HIGHLAND ROAD, WATERFORD, MICHIGAN The Sheriff’s Office is requesting approval to terminate the current lease with Oakland Air for the storage of two helicopters currently housed at 6740 Highland Road and to enter into a new lease agreement with Midfield Management, LLC at 6544 Highland Road at the Oakland County International Airport in Waterford, Michigan. Under the terms of the new lease agreement , Midfield Management, LLC will provide 30-minute access to the hangar, adequate storage space for the helicopters, fuel for $0.35/gallon a bove the owner’s cost and 425 square feet of office space. The term of the new lease is three years , effective April 1, 2014, at a rental rate of $425.00/month per helicopter. In addition, the County has the option of extending the initial term of the lease a n additional three years at a rental rate of $425.00/month per helicopter. Funding for this lease agreement for FY 2014, 2015 and 2016 is available in the Adopted Budget of the Sheriff’s General Fund, Patrol Services Division Rent line item; therefore, no budget amendment is recommended at this time. Matis moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote with Taub and Crawford absent . 5. CLERK/REGISTER OF DEEDS – ELECTIONS DIVISION – 2014 QUALIFIED VOTER FILE (QVF) ORACLE/EQUIPMENT UPGRADE PROJECT ACCEPTANCE The Clerk/Register of Deeds – Elections Division is requesting approval of an equipment grant that has been awarded by the Michigan Department of State for the period of October 1, 2013 through September 30, 2014. Clerk/Register of Deeds Brown explained that this grant will allow them to accept a $700 grant to upgrade their Windows XP operating system to Windows 7, which is what is needed for continued acces s to the State Qualified Voter File (QVF). There is no County match required for this grant. Woodward moved approval of the attached suggested Fiscal Note. Supported by Matis. Motion carried unanimously on a roll call vote with Taub and Crawford absent . 6. CLERK/REGISTER OF DEEDS – 2014 SURVEY AND REMONUMENTATION GRANT FINANCE COMMITTEE Page 5 April 24, 2014 ACCEPTANCE The Clerk/Register of Deed s is seeking approval of an ongoing grant in the amount of $398,331, which includes $298,331 in current program costs and $100,000 that will serve as reimbursement to the Register of Deeds Automation Fund. This is the 21 st year of funding for this grant, and the current grant period is from January 1, 2014 through December 31, 2014. The grant will provide partial reimbursement for one existing full-time eligible Plat & Boundary Review Specialist position that is in charge of administrative matters and the monitoring of the program. Long moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote with Taub and Crawford absent . 7. TREASURER’S OFFICE – RESOLUTION TO BORROW AGAINST DELINQUENT 2013 REAL PROPERTY TAXES The Treasurer’s Office is seeking authorization to borrow money against Delinquent 2013 real property taxes and issue notes for the purpose s authorized by Act 206, particularly Sections 87c, 87d and 87g thereof for payments to the County and other political units for taxes that have become delinquent on March 1, 2014. The estimated unpaid 2014 delinquent real property taxes outstanding on Ma rch 1, 2014 will be approximately $78,500,000, exclusive of interest, fees and penalties. The County will borrow a sum not to exceed $25,000,000 and issue notes for the purpose of continuing the Fund for the 2014 tax year. The exact amount will be determined based on the amount of outstanding 2014 delinquent taxes on Ma rch 1, 2014. Zack moved approval of the attached suggested resolution. Supported by Matis. Motion carried unanimously on a roll call vote with Taub and Crawford absent. 8. TREASURER’S OFFICE – AUTHORIZED DEPOSITORIES FOR PUBLIC FUNDS Oakland County Treasurer Meisner explained that one of the responsibilities of the Treasurer’s Office is to invest money on behalf of the County, and it’s the policy of the Treasurer’s Office to invest as much of that money as possible in banks that are located in Oakland County and local institutions want to make loans in small businesses in Oakland County. This resolution designates a number of banks and credit unions, as listed on the resolution, as eligible for the County to make deposits in. Succeeding banks, as a result of mergers and/or acquisitions or resulting from a name change from the above list shall also be deemed as authorized. In addition, any financial institution that is formed in the Co unty shall also be deemed as authorized provided the County Treasurer limits deposits to FDIC insurance levels. The authorized depositories listed in the resolution are authorized to honor all checks, electronic transfers or other automated instruments for payment of money drawn on the various accounts when bearing or purporting the actual or facsimile signature or authorization of the Oakland County Treasurer or his designated deputies. Quarles moved approval of the attached sugge sted resolution. Supported by Zack. Motion carried unanimously on a roll call vote with Taub and Crawford absent . 9. TREASURER’S OFFICE – RECLASSIFY POSITION Oakland County Treasurer Meisner explained that over recent years the County has taken on more properties through the tax foreclosure process. He indicated that some properties have been abandoned by banks; therefore, the job of managing these properties and making sure that they are well maintained FINANCE COMMITTEE Page 6 April 24, 2014 (i.e. grass cut, building secure) has grown and it has outgrown the current position for performing these responsibilities. The Treasurer’s Office is seeking approval of the creation of a new classification titled “Treasurer Property Specialist ” at a salary grade 13, non-exempt, eligible for overtime as well as an upward reclassification of one (1) Accountant II position in the Treasurer Administration Unit to the new classification of Treasurer Property Specialist. Mr. Meisner indicated that this will allow the Treasurer’s Office to bring somebody in with expertise in th is area, such as a realtor or commercial broker with private sector expertise. The FY 2014 budget will be amended by $6,904, and the FY 2015 – FY 2016 budget will be amended by $13,808. Mr. Meisner thanked Nancy Scarlet, Human Resources, and her staff for reacting so quickly in working with the Treasurer’s Office on this issue. Scott moved approval of the attached suggested resolution. Supported by Woodward. Motion carried unanimously on a roll call vote with Taub and Crawford absent . 10. WATER RESOURCES COMMISSIONER – OAKLAND COUNTY BUILDING RENOVATIONS AT 2636 DIXIE HWY., WATERFORD TOWNSHIP, MI The Water Resources Commissioner is seeking approval to increase its budget for an additional $231,942, which includes $5,436 in closing costs and p rorated taxes, $111,415 for construction renovation, $8,408 network adjustment to fiber, $41,945 in network cabling and phone system equipment, $7,000 for property sign, $3,000 for parking lot adjustments, $8,000 for roof leak, $30,238 for project continge ncy to cover unknown variables and $16,500 for Water Maintenance staff furniture for renovating a property that was acquired in February, 2014 at 2636 Dixie Highway. The building is larger than needed for billing services, and the Water Resources Commissi oner has decided that a portion of the Water Maintenance department will move to this location. Facilities Management’s annual construction manager, George W. Auch Company, will be managing the project. Zack moved approval of the attached suggested Fis cal Note. Supported by Matis. Motion carried unanimously on a roll call vote with Taub and Crawford absent. 11. DEPARTMENT OF PUBLIC SERVICES/COMMUNITY CORRECTIONS DIVISION – CONTRACT WITH WATERFORD 51ST DISTRICT COURT TO PROVIDE WEEKEND AND WEEKDAY ALTERNATIVE FOR MISDEMEANANTS (WWAM) TO OFFENDERS IN THE VETERANS COURT Community Corrections is seeking authorization to enter into a contract with the Waterford 51 st District Court to use an amount not to exceed $500 to cover the cost of activities relate d to the Weekend and Weekday Alternative for Misdemeanants (WWAM) program for the Veteran’s Court to allow Veterans’ Court participants into the WWAM program. The WWAM program is a work program that may be used as an alternative to incarceration or in con junction with some jail time that provides nonprofit and governmental agencies with “crews” of participants to perform a variety of work at no cost to the agency. The WWAM program charges offenders $15 per assigned day to be in the program to defray opera tional costs. Long moved approval of the attached suggested Fiscal Note. Supported by Scott. Motion carried unanimously on a roll call vote with Taub and Crawford absent. 12. DEPARTMENT OF PUBLIC SERVICES/COMMUNITY CORRECTIONS DIVISION – CONTRACT WITH WATERFORD 51ST DISTRICT COURT TO PROVIDE WEEKEND AND WEEKDAY ALTERNATIVE FOR MISDEMEANANTS (WWAM ) TO OFFENDERS IN THE SOBRIETY COURT Community Corrections is seeking authorization to enter into a contract with the Waterford 51 st District Court to use an amount not to exceed $500 to cover the cost of activities related to the Weekend and FINANCE COMMITTEE Page 7 April 24, 2014 Weekday Alternative for Misdemeanants (WWAM) program for the Sobriety Court to allow Sobriety Court participants into the WWAM program, which is a work program that may be u sed as an alternative to incarceration or in conjunction with some jail time that provides nonprofit and governmental agencies with “crews” of participants to perform a variety of work at no cost to the agency. The WWAM program charges offenders $15 per assigned day to be in the program to defray operational costs. Scott moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote with Taub and Crawford absent. 13. HEALTH AND HUMAN SERVICES – HOMELAND SECURITY DIVISION – 2013-2014 HAZARDOUS MATERIALS EMERGENCY PREPAREDNESS PLANNING PROGRAM (HMEP -PP) GRANT AGREEMENT The Homeland Security Division is seeking authorization and acceptance of the Hazardous Materials Emergency Preparedness Planning Program grant in the am ount of $9,940 from the Michigan Department of State Police, Emergency Management and Homeland Security Division. The grant period is October 1, 2013 through September 30, 2014. The grant requires an in -kind grant match of $2,485 in General Fund expenditures, which brings the total program costs to $12,425. Quarles moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote with Taub and Crawford absent. 14. DEPARTMENT OF CENTRAL SERVICES – OAKLAND COUNTY INTERNATIONAL AIRPORT – 2014 GRANT PROGRAM ACCEPTANCE – ACQUIRE SNOW REMOVAL EQUIPMENT – DISPLACEMENT PLOW The Department of Central Services is seeking approval of a grant contract in the amount not to exceed $337,000, which includes $320,150 from the State and a local grant match of $16,850, which is available from the Airport Fund. The grant funds will be used to acquire snow removal equipment (displacement plow) at the Oakland County International Airport. Long moved approval of the attached suggested Fiscal Note. Supported by Scott. Motion carried unanimously on a roll call vote with Taub and Crawford absent. 15. DEPARTMENT OF FACILITIES MANAGEMENT – APPROVAL OF LEASE AGREEMENT TO ALLOW OAKNET FIBER OPTIC HUB TO REMAIN IN THE WEST OAKLAND OFFICE BUILDING IN WALLED LAKE, MICHIGAN, UNTIL IT CAN BE MOVED INTO THE OUTDOOR FIBER OPTIC HUB EASEMENT AND APPROVAL OF EASEMENT Facilities Management is seeking approval of a Grant of Easement for Fiber Optic Hub/Hut and a Lease Agreement between the County of Oakland and Samara Property Management, LLC , for the County’s fiber optic hub that services the City of Walled Lake and the surrounding communities by providing access to public safety and OakNet applications and voi ce services. Mr. Holdsworth explained that the closing on the sale of the West Oakland Office Building has been done , and within that building there is a fiber optic hub, which is part of the OakNet system that is providing public safety in the southweste rn corner of the County. They are going to move that hub out of that building to the southeast corner of FINANCE COMMITTEE Page 8 April 24, 2014 the parking lot on that parcel, and they need to have an easement within 90 feet of that building. Long moved approval of the attached suggested Fis cal Note. Supported by Matis. Motion carried unanimously on a roll call vote with Taub and Crawford absent. 16. BOARD OF COMMISSIONERS TRI-PARTY PROGRAM – ADDITIONAL APPROPRIATION #2 FOR CITY OF ROCHESTER – PROJECT NO. 51701 The City of Rochester indicated that the 2013 Tri-Party funding was incorrectly listed in the original agreement, which showed a total of $5,759 of 2013 Tri -Party funding when it should have been $15,426, and the Road Commission of Oakland County (RCOC) has acknowledged the error, a nd both the City of Rochester and the RCOC have approved increasing their project budgets for their share toward Tri-Party Project #51701. The resolution approves an additional amount of $3,222 (Oakland County’s 1/3 share) for Tri-Party Project #51701, bringing the total County share to $39,494. Matis moved approval of the attached suggested resolution. Supported by Quarles. Motion carried unanimously on a roll call vote with Taub and Crawford absent. 17. BOARD OF COMMISSIONERS – OAKLAND COUNTY CLERK/REG ISTER OF DEEDS DISCOUNTED FEE POLICY AND APPLICATION PROCESS The Clerk/Register of Deeds is seeking approval of adjustments to the Oakland County Clerk/Register of Deeds fee schedule to authorize a discounted fee policy to allow for the Clerk/Register of Deeds to provide services and copies of documents to residents who prese nt a letter by an accredited agency or other documentation evidencing financial hardship. In circumstances of a financial hardship the Clerk/Register of Deeds may reduce or waive the fee for needed vital records. The Oakland County Board of Commissioners, through its General Government Committee, shall review the Oakland County Clerk/Register of Deeds discounted fee policy every three years. A budget amendment is not required. Woodward moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote with Taub and Crawford absent. 18. BOARD OF COMMISSIONERS – PUBLIC AWARENESS AND EDUCATION IMPLEMENTATION FOR GUN VIOLENCE REPORT OF THE OAKLAND COUNTY BOARD OF COMMISSIONERS The resolution authorizes and supports an awareness campaign to increase the public’s knowledge of the tools and recommendations that the Oakland County Board of Commissioners adopted in the 2013 Gun Violence in Oakland County report. Funds are available in the assigned fund balance of the Board of Commissioners’ Special Projects account to cover the expenditures, not to exceed $5,000, related to increasing public awareness and knowledge to reduce the threat of gun violence in Oakland County. Commissioner Zack indicated that they are going into their third public service announcement in the project, and once the event is completed, a report will come back to indicate the amount of funds actually used. Zack moved approval of the attached suggested Fiscal Note. Supported by Woodward. FINANCE COMMITTEE Page 9 April 24, 2014 Motion carried unanimously on a roll call vote with Taub and Crawford absent. 19. BOARD OF COMMISSIONERS – PUBLIC AWARENESS AND EDUCATION FORUM FOR WOMEN VETERANS On May 16, 2014, the Oakland County Women’s Advisory Board will be hosting a “Mission: Success” forum, and the resolution supports this event. The Oakland County Board of Commissioners will engage in a partnership with the Women’s Advisory Board to provide leadership , planning and public awareness about the Women Veterans’ forum. The resolution authorizes funds in an amount not to exceed $5,000 from the Special Projects line item of the Board of Commissioners’ budget for expenditures related to the Women Veterans’ forum and approved by the Chairperson of the Oakland County Board of Commissioners. Zack moved approval of the attached suggested Fiscal Note. Supported by Scott. Motion carried unanimously on a roll call vote with Taub and Crawford absent. OTHER BUSINESS/ADJOURNMENT There being no other business to come before the committe e, the meeting was adjourned at 10:30 a.m. ________________________ _______________________________ Pamela L. Worthington Jim VerPloeg Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.