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HomeMy WebLinkAboutMinutes - 2015.01.22 - 36866 January 22, 2015 Chairperson Middleton called the meeting of the Fina nce Committee to order at 9:01 a.m. in Committee Room A of the Commissioners' Auditorium Wing, County Service Center in Pontiac, Michigan. COMMITTEE MEMBERS PRESENT Tom Middleton, Eileen Kowall, David Woodward, Christine Long, Shelley Taub, Jeff Matis, Hugh Crawford, Helaine Zack COMMITTEE MEMBERS ABSENT WITH NOTICE Nancy Quarles OTHERS PRESENT CIRCUIT COURT FRIEND OF THE COURT Suzanne Hollyer, Director COUNTY EXECUTIVE Phil Bertolini, Deputy County Executive/CIO HEALTH AND HUMAN SERVICES George Miller, Director HEALTH DIVISION Kathy Forzley, Manager INFORMATION TECHNOLOGY Ed Poisson, Director Janette McKenna, Chief, Internal Services Tammi Shepherd, Chief, Application Services Anita Campbell, Business Analyst MANAGEMENT & BU DGET Lori VanPelt, Director FISCAL SERVICES Gaia Piir, Chief, Fiscal Services Ebru Adoglu-Jones, Supervisor II Antonio Pisacreta, Analyst Nancy Falardeau, Analyst Monica Tinsley, Analyst SHERIFF’S OFFICE Mike McCabe, Undersheriff Dale Cunningham, Business Manager TREASURER’S OFFICE Jody Weissler DeFoe, Chief Deputy Treasurer BOARD OF COMMISSIONERS Jim VerPloeg, Administrative Director Chris Ward, Senior Analyst Pamela Worthington, Committee Coordinator PLEDGE OF ALLEGIANCE Chairperson Middleton led the Pledge of Allegiance. 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 Shelley Goodman Taub Jeff Matis Hugh Crawford Helaine Zack Nancy Quarles TOM MIDDLETON Chairperson EILEEN KOWALL Vice Chairperson DAVID WOODWARD Minority Vice Chairperson FINANCE COMMITTEE Page 2 January 22, 2015 APPROVAL OF THE PREVIOUS MINUTES Taub moved approval of the previous minutes of December 4, 2014 , as printed. Supported by Zack. Motion carried on a voice vote. PRESENTAT ION OF THE AGENDA Taub moved approval of the agenda, as printed . Supported by Matis. Motion carried on a voice vote. PUBLIC COMMENT None. FY 2015/FY 2016/FY 2017 CONTINGENCY REPORT There are no items on today’s agenda that will impact today’s G eneral Contingency balance of $144,557 . The FY 2015 – FY 2017 Capital Outlay – Miscellaneous balance will be decreased by $7,986 with the approval of an administrative memo for Livescan Equipment Replacement at the Children’s Village. The use of General Fund Equity will be decreased by $14,000 with the adoption of Item #1 on today’s agenda, which is to utilize Tri -Party Funds for the Village of Holly. Taub moved to receive and file the FY 2015 Contingency Report. Supported by Long. Motion carried on a voice vote. COMMUNICATIONS A. County Executive Compliance Office/Purchasing – Contract Exception Report for the January 22, 2015 Finance Committee Meeting B. Prosecuting Attorney – 2014-2015 Title IV-E Client Services Contract – Grant Application C. Health and Human Services – Homeland Security Division – FY 2015 Hazardous Materials Emergency Preparedness (HMEP) Application D. Sheriff’s Office – CY 2015 Marine Safety Program Grant Application E. City of Wixom – Wixom Downtown Development Authority Annual Project C ost Summary Kowall moved to receive and file the Communications. Supported by Matis. Motion carried on a voice vote. REGULAR AGENDA 1. MR #15000 – BOARD OF COMMISSIONERS – TRI-PARTY IMPROVEMENT PROGRAM FISCAL YEAR 2015 APPROPRIATION – VILLAGE OF HOLLY – CONSTRUCTION OF A NON-MOTORIZED PATHWAY ON GRANGE HALL ROAD – PROJECT NO. 52811 The resolution, which was introduced by Commissioner Hoffman, authorizes the release of $14,000 FINANCE COMMITTEE Page 3 January 22, 2015 (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 Village of Holly. The project consists of the construction of a non -motorized pathway on Grange Hall Road from Patterson Elementary School to east of North Holly Road. Construction on this project is expected to begin in Spring of 2015 . A Cost Participation Agreement is included, and a budget amendment of $14,000 is recommended. Any additional project cost less than 15% of the original agreement will be honored under thi s agreement. Project costs exceeding 15% will require an additional resolution and approval. Long moved approval of the attached suggested Fiscal Note . Supported by Zack. Motion carried unanimously on a roll call vote with Woodward and Quarles absent. 2. TREASURER’S OFFICE – BOARD OF COMMISSIONERS APPROVAL TO WAIVE INTEREST AND FEES FOR CERTAIN QUALIFYING TAXPAYERS THROUGH APRIL 30, 2015 The Treasurer’s Office is seeking approval of a resolution that authorizes the Oakland County Treasurer to waive all County interest and fees for 2014 property tax collections through April 30, 2015 for eligible taxpayers. In order to be eligible taxpayers need to qualify for a local exemption at their city or township under Section 211.44(3) of Michigan Compiled Laws. This allows qualified taxpayers time to receive their tax returns in order to pay off previous year’s taxes. Under MCL 211.4(3) eligible taxpayers are defined as “a senior citizen, paraplegic, quadriplegic, hemiplegic, eligible serviceperson, eligible v eteran, eligible widow or widower, totally and permanently disabled person or blind person.” Zack moved approval of the attached suggested Resolution . Supported by Taub. Motion carried unanimously on a roll call vote with Woodward and Quarles absent. 3. SHERIFF’S OFFICE – 2014 AAA TRAFFIC SAFETY EQUIPMENT GRANT ACCEPTANCE The Sherriff’s Office is seeking approval of a grant from the AAA Michigan, under the Traffic Safety Equipment Contribution Initiative. The funds would be used to purchase portable cr ash scene lights to assist the Accident Reconstruction Unit and speed Lidar units for traffic enforcement. There is no County match required. Undersheriff McCabe indicated that the Crash Scene Reconstruction Unit is a County -wide resource. Matis moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote with Woodward and Quarles absent. 4. FRIEND OF THE COURT – FY 2015 ACCESS AND VISITATION GRANT - ACCEPTANCE The Friend of the Court is s eeking approval of grant funding from the State Court Administrative Office (SCAO) in the amount of $12,000 for the period of October 1, 2014 through September 30, 2015. This is the 18th year of grant funding for this award . The funds are used exclusivel y for supervised parenting time services in Michigan and to provide those services for very low income residents with an income of $10,000 a year or less. The Friend of the Court will contract with Impact Consulting, Inc. to provide services. There is no County match required for this grant. Long moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote with Woodward and Quarles absent. FINANCE COMMITTEE Page 4 January 22, 2015 5. DEPARTMENT OF HEALTH AND HUMAN SERVICES/HEALTH DIV ISION – FISCAL YEAR 2014/2015 OAKLAND INTERMEDIATE SCHOOL DISTRICT, GREAT PARENTS GREAT START GRANT ACCEPTANCE The Oakland Intermediate School District has awarded the Oakland County Health Division $33,500 in funding through the Great Parents Great Start program for the period of October 1, 2014 through September 30, 2015. The funds cover the cost of educational materials that will assist in teaching parents techniques to encourage or modify behaviors of children through the Nurse Family Partnership and Nurturing Parenting Programs. Zack moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote with Woodward and Quarles absent. 6. DEPARTMENT OF HEALTH AND HUMAN SERVICES/HEALTH DIVISION – 2014/2015 COMPREHENSIVE PLANNING, BUDGETING, AND CONTRACTING (CPBC) AGREEMENT ACCEPTANCE The Michigan Department of Community Health (MDCH) has awarded the Oakland County Health Division $10,188,437 in grant funding for the period of October 1, 2014 thro ugh September 30, 2015. This is a 5.2% increase in funding over last year’s budget . This grant provides funding for a large number of the Health Division’s programs. A budget amendment is recommended. Zack moved approval of the attached sugge sted Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote with Woodward and Quarles absent. 7. DEPARTMENT OF HEALTH AND HUMAN SERVICES/HEALTH DIVISION – FISCAL YEAR 2014/2015 MICHIGAN DEPARTMENT OF ENVIRONMENTAL QUALITY (MDEQ) REIMBURSEMENT AGREEMENT ACCEPTANCE The Michigan Department of Environmental Quality (MDEQ) has awarded a reimbursement agreement to the Oakland County Health Division in the amount of $240,229 for ongoing services related to non - community Type II Water Supply, Long -Term Drinking Water Monitoring and Public Swimming Pool Inspections. This reflects a $356 decrease in funding from the previous year’s award . The grant funding supports services related to Non-Community (Type II) Water Supply, Long-Term Drinking Water Monitoring, Swimming Pool Program, Septage Water Program, Campground Inspections and Medical Waste Program. The resolution accepts the grant award in the amount of $240,229 for the period of October 1, 2014 through September 30, 2015. Taub moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote with Woodward and Quarles absent. 8. INFORMATION TECHNOLOGY – INTERGOVERNMENTAL AGREEMENT TO TRANSFER GIS AND RELATED DATA TO THE STATE OF MICHIGAN The Department of Information Technology is seeking approval of a three-year intergovernmental agreement between the County of Oakland and the Michigan Department of Technology to transfer Geographic Information Systems (GIS) and related data to the State of Michigan without fee or cost. There FINANCE COMMITTEE Page 5 January 22, 2015 is no budget amendment required. Taub moved approval of the attached suggested Resolution. Supported by Crawford. Motion carried unanimously on a roll call vote with Woodward and Quarles absent. 9. INFORMATION TECHNOLOGY – 2015/2016 MASTER PLAN This is the new Master Plan that was started on October 17, 2014 for Information Technology (IT). This plan represents IT’s commitment to effectively utilize Oakland County’s IT development resources in partnership with the County’s various departments and divisions. Mr. Bertolini gave a brief overview of the Master Plan report. Within the Master Plan, the optimal distribution of labor is about 70 percent fixed labor, and 30 percent is discretionary. The Leadership Groups are comprised of one representative from all the departments that meet each quarter to look at and review the Master Plan. Labor is defined and categorized into seven (7) major labor categories. Mr. Bertolini encouraged the Commissioners to contact their communities to ask if they have taken advantage of Oakland County Information Technology’s cyber security controls. He explained that they can direct their communities to the County Information Technology website in which they have a self -help site. Mr. Bertolini indicated that he could e-mail the information to the Commissioners so that they can share the information with their communities. Zack moved to receive and file the Information Technology – 2015/2016 Master Plan. Supported by Crawford. Motion carried on a voice vote. 10. INFORMATION TECHNOLOGY – 2015/2016 MASTER PLAN QUARTERLY STATUS EXECUTIVE SUMMARY The Information Technology Master Plan Quarterly Status Executive Summary provides an overview of the services and hours provided by IT during the 2015/2016 Master Plan period. Analysis for the first quarter of the 2015/2016 Master Plan shows that 71% of IT’s labor force was spent supporting and maintaining the County’s current systems, which includes Customer Support, Maintenance, Plann ed 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 204 Enhancement an d New Development projects on the 2015/2016 Master Plan across the seven Leadership Groups. Of these projects, 10 are completed, 117 are in process and 77 are not started. As of December 26, 2014, 21,268 hours of IT labor have been expended on project -based work. Taub moved to receive and file the Information Technology 2015/2016 Master Plan Quarterly Status Executive Summary. Supported by Matis. Motion carried on a voice vote. 11. DEPARTMENT OF INFORMATION TECHNOLOGY – FIRST QUARTER 2015 DEVELOPMENT APPROPRIATION TRANSFER The Department of Information Technology is requesting approval of the First Quarter 2015 Appropriation Transfer for development charges during the first quarter, which the Department of Information Technology FINANCE COMMITTEE Page 6 January 22, 2015 has determined to be $99 0,843.64 for the General Fund/General Purpose County departments. Direct charges to Special Revenue and Proprietary Fund departments are $248,910.19 and non -county agencies are $19,044.00 for the First Quarter of 2015. The attached schedule provides detai led information. Long moved approval of the attached suggested Resolution. Supported by Taub. Motion carried unanimously on a roll call vote with Quarles absent. OTHER BUSINESS/ADJOURNMENT There being no other business to come before the committe e, the meeting was adjourned at 10:08 p.m. _______________________________________ ___________________________________ Pamela L. Worthington, Committee Coordinator Jim VerPloeg, Administrative Director NOTE: The foregoing minutes are subject to Committee approval.