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HomeMy WebLinkAboutMinutes - 2015.04.16 - 36887 April 16, 2015 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, Eileen Kowall, David Woodward, Christine Long, Shelley Taub, Jeff Matis, Hugh Crawford, Helaine Zack, Nancy Quarles COMMITTEE MEMBERS ABSENT WITH NOTICE None OTHERS PRESENT CLERK/REGISTER OF DEEDS Lisa Brown, Clerk/Register of Deeds COUNTY EXECUTIVE Bob Daddow, Deputy County Executive Matthew Gibb, Deputy County Executive COMPLIANCE OFFICE Pam Weipert, Compliance Officer ECON. DEVELOPMENT & COMM. AFFAIRS. Irene Spanos, Director EQUALIZATION Dave Hieber, Manager Tiffany Jacob, Equalization, Tech. Asst., Support Supv. Kimberly Hampton, Technical Assis tant FACILITIES MANAGEMENT & OPERATIONS Art Holdsworth, Director Paul Zachos, Property Management Jason Warner, Supervisor HEALTH DEPARTMENT George Miller, Director Kathy Forzley, Manager Mark Hansell, Chief HUMAN RESOURCES Jordie Kramer, Director INFORMATION TECHNOLOGY Ed Poisson, Director Jeff Werner, Chief, CLEMIS Jamie Hess, Manager MANAGEMENT & BUDGET Laurie VanPelt, Director FISCAL SERVICES Gaia Piir, Chief, Fiscal Services Ebru Adoglu-Jones, Supervisor II, Fiscal Services Shawn Phelps, Supervisor II, Fiscal Services Laura Huyghe, Accountant Jeff Phelps, Parks Fiscal Coordinator Kim Elgrably, Analyst Monica Tinsley, Analyst Michael Andrews, Analyst Terri Brockmiller, Analyst PARKS AND RECREATION COMMISSION Dan Stencil, Executive Officer Phil Castonia, Chief, Business Operations 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 MINUTES Page 2 April 16, 2015 OTHERS PRESENT , cont’d PUBLIC SERVICES Mark Newman, Director SHERIFF’S OFFICE Mike McCabe, Undersheriff Dale Cunningham, Business Manager TREASURER’S OFFICE Ross Gavin, Deputy Treasurer THE CITY OF AUBURN HILLS Doreen Olko, Chief of Police THE CITY OF FARMINGTON HILLS Chuck Nebus, Chief of Police THE CITY OF MILFORD Thomas Lindberg, Chief of Police THE CITY OF NOVI David Molloy, Chief of Police BOARD OF COMMISSIONERS Jim VerPloeg, Administrative Director Chris Ward, Senior Analyst Pamela Worthington , Committee Coordinator PLEDGE OF ALLEGIANCE Chairperson Middleton led the Pledge of Alleg iance. APPROVAL OF THE PREVIOUS MINUTES Crawford moved approval of the previous minutes of March 26, 2015, as printed. Supported by Kowall. Motion carried on a voice vote. PRESENTATION OF THE AGENDA Kowall moved approval of the a genda, as presented. Supported by Zack. Motion carried on a voice vote. PUBLIC COMMENT David Molloy, Chief of Police in the City of Novi and co -chair of the Advisory Board for Oakland County CLEMIS, expressed his support for the increase in the 9 -1-1 charge rate resolution, which is Item #1 on today’s agenda. Chuck Nebus, Police Chief, City of Farmington Hills and Co -Chair of the Advisory Board for Oakland County CLEMIS, expressed his support for the increase in the 9-1-1 charge. Tom Lindberg, Chief of Police in the C ity of Milford expressed his support for the .08 cent increase in the 9-1-1 operating surcharge. Doreen Olko, Chie f of Police, Auburn Hills and Chief of the Radio Oversight Committee for Oakland County Radio and the Public Safety Answering Point Committee, expressed her support for the increase in the 9-1-1 surcharge. FY 2015/FY 2016/FY 2017 CONTINGENCY REPORT There are no items on today’s agenda that affect any balances on the Contingency Report. Taub moved to receive and file the FY 2015 Contingenc y Report. Supported by Kowall. Motion carried on a voice vote. FINANCE COMMITTEE MINUTES Page 3 April 16, 2015 COMMUNICATIONS A. County Executive Compliance Office/Purchasing – Contract Exception Report for the March 26, 2015 Finance Committee Meeting B. Sheriff’s Office – 2015 Paul Coverdell Forensic S cience Improvement Grants Program – Grant Application C. Economic Development & Community Affairs Department, Community & Home Improvement Division – Program Year (PY) 2015/2016 Housing Education Program – Grant Application D. Information Technology – CLEMIS Funds – Financial Statements and Schedules for the Quarter Ended December 31, 2014 Kowall moved to receive and file the Communications. Supported by Crawford. Motion carried on a voice vote. REGULAR AGENDA 1. ESTABLISHMENT OF OAKLAND COUNTY 9 -1-1 CHARGE RATE (FORMERLY TELEPHONE OPERATING SURCHARGE) FOR THE PERIOD JULY 1, 2015 TO JUNE 30, 2016 Michigan statutes require that county boards of commissioners approve the 9 -1-1 charge rate annually. Mr. Daddow explained that the operating surcharge has to be f iled with the resolution no later than mid-May or the County will not be able to levy the fees from July 1, 2015 through June 30, 2016. Mr. Daddow highlighted some of the issues referenced in the CLEMIS Funds Memo (Item D on today’s agenda) indicating that the Radio Communications Fund represents the replacement of the portable and mobile radios that should start sometime in 2018. There are 5,500 radios, and Mr. Daddow stated that it will take about 3-5 years to replace them. Harris, the vendor, has no tified the County that effective December 31, 2017 , the portable and mobile radios will be at their end of life, and they will no longer be supported after that dat e. The radio consoles, which are located in 21 public safety dispatch centers (PSAPs) throu ghout Oakland County, need to be replaced, and the cost is estimated at $6 to $8 million. Call-taking equipment (NG -911 Project) at the 21 local PSAPs will need to be replaced in the FY 2016 -2018 timeframe. The resolution reflects that the Oakland County Board of Commissioners approves the 9-1-1 charge of $.28 per month per device as defined by Michigan statutes for the period of July 1, 2015 through June 30, 2016. There is a recommended budget amendment to the Radio Communications Fund for FY 2015, FY 2016 and FY 2017 to reflect an increase of $.08 in the 9 -1-1 charge rate. Kowall moved approval of the attached suggested Resolution . Supported by Taub. Woodward moved to postpone consideration of this resolution u ntil the next Finance Committee meeting of April 30, 2015, to explore other ways to fund this project without increasing the 9 -1-1 surcharge. Supported by Zack. FINANCE COMMITTEE MINUTES Page 4 April 16, 2015 FINANCE COMMITTEE VOTE: AYES: Woodward, Long, Matis, Zack, Quarles (5) NAYS: Kowall, Taub, Crawford, Middleton (4) Motion to postpone carried on a roll call vote. RECESS AT 10:32 A.M. RECONVENED AT 10:37 A.M. 2. SHERIFF’S OFFICE – 2015 COMPETITIVE SCHOOL SAFETY GRANT ACCEPTANCE The Sheriff’s Office is seeking approval of a grant in the amount of $7,500 from the Michigan Department of State Police (MSP) for the period of March 30, 2015 through September 15, 2015. The funds would be used for equipment to train Pontiac School District personnel in preparation for critical incident response. There is no County match required . Taub moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote. 3. MR #15092 - HEALTH AND HUMAN SERVICES DEPARTMENT (DHHS) HEALTH DIVISION – DELETION OF SUBSTANCE ABUSE PREVENTION COORDINA TOR POSITION The Health and Human Services Department is seeking approval to delete one SR funded full -time eligible Substance Abuse Prevention Coordinator position. Ms. Forzley explained that the Substance Abuse program was moved over to the Oakland Cou nty Community Mental Health Authority (OCCMHA), per Public Act 500 of 2012, amended Public Act 258 of 1974, MCL 330.1287(5). The position is currently vacant, and the duties of the position have been transferred to OCCMHA. The OCCMHA will pay direct and i ndirect costs for one Substance Abuse Prevention Coordinator for the period of October 1, 2014 to February 28, 2015, per Attachment A of Miscellaneous Resolution #14217. Taub moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote. 4. MR #15093 - DEPARTMENT OF HEALTH AND HUMAN SERVICES/HEALTH DIVISION - 2015/2016 HURON VALLEY SCHOOL DISTRICT SERVICE AGREEMENT AMENDMENT 2 ACCEPTANCE In 2011/2012, the Huron Valley School District (HVS) an d Oakland County entered into a service agreement with the Oakland County Health Division to assist in conducting a groundwater monitoring program that included sampling from cer tain residences located near HVS’ B ogie Lake Campus Wastewater Treatment Plan in White Lake Township. The HVS is requesting an additional year of services. The 2015/2016 HVS Amendment 2 reflects a total potential funding amount of $2,970 plus mileage. The effective date will be the date the resolution is adopted. Under the terms of the agreement, the County of Oakland shall be compensated for performing its services on a per FINANCE COMMITTEE MINUTES Page 5 April 16, 2015 sample basis at a rate of $90 per sample, with 33 proposed residential wells. Ms. Forzley had indicated that some amendments need to be made to the resolution and Exhibit A, Scope of Services , because the HVS had requested to change the analysis of water samples to test only for sodium chloride. Kowall moved approval of the attached suggested Fiscal Note. Supported by Long. Matis moved to recommend the fol lowing amendments to the resolution and the Addendum 2 Service Agreement, Exhibit A, Scope of Services, as follows: 1. Change title of the resolution: DEPARTMENT OF HEALTH AND HUMAN SERVICES/HEALTH DIVISION – 2015/2016 2014/2015 HURON VALLEY SCHOOL DISTRICT SERVICE AGREEMENT AMENDMENT 2 ACCEPTANCE 2. Change the 3rd WHEREAS paragraph of the resolution , as follows: WHEREAS the 2015/2016 2014/2015 HVS Amendment 2 reflects a total potential funding amount of $2,970 plus incurred mileage; and 3. Strike out language within Exhibit A Scope of Services 7 th bullet item, as follows: • Analysis of water samples (constituents to be sampled are: sodium chloride , iron, manganese, ammonia nitrogen, nitrate nitrogen, nitrite nitrogen, total inorganic nitrogen and hardness) 4. Strike out language indicated within Exhibit A Scope of Services in the second to last paragraph, as follows: Prior to groundwater sample collection, the water treatment system within each residence will be reviewed by the County in order to identify an unsoftened sample tap location. Samples collected from a confirmed unsoftened tap at the select residences in the study area will be labeled as "Unsoftened Sample" on the chain -of-custody documents and sample bottles. Softened samples will also be collect ed from a softened sample location and will be labeled as "Softened Sample" on the chain -of-custody documents and sample bottles . The County standard procedures for the collection of a sample will be used and the Brighton Analytical Services chain of cu stody form will be used for the collection of samples (attached). Supported by Kowall. Motion to amend carried unanimously on a roll call vote. Main, motion, as amended, carried unanimously on a roll call vote. 5. MR #15094 - FACILITIES PLANNING & EN GINEERING/HEALTH & HUMAN SERVICES – DURESS/SIGNALING SECURITY SYSTEM FOR CHILDREN’S VILLAGE COUNSELING CENTER FINANCE COMMITTEE MINUTES Page 6 April 16, 2015 The Facilities Planning & Engineering and Health & Human Services departments are seeking approval of funding for a project at the Children’s Vil lage Counseling Center that consists of installing a Duress/Signaling Security System. Currently, counselors hold sessions in closed offices; however, it raises safety and security concerns . Mr. Holdsworth explained that the Duress System can be a pendan t on a belt, and the signal would go back to the master controller to alert dispatch at Children’s Village. The estimated total project cost is $20,842, including a contingency of $2,718. Funding in the amount of $8,718 is remaining from a JAG grant; $6,283 is available from the Children’s Village fund; and the remaining $5,841 will be billed as Maintenance Department Charges. Taub moved approval of the attached suggested Fiscal Note. Supported by Kowall. Motion carried unanimously on a roll call vot e. 6. MR #15095 - DEPARTMENT OF FACILITIES MANAGEMENT/OAKLAND COUNTY INTERNATIONAL AIRPORT – RECOMMENDATION TO GRANT EASEMENT FOR UNDERGROUND ELECTRIC SERVICE TO THE DETROIT EDISON COMPANY BY THE OAKLAND COUNTY INTERNATIONAL AIRPORT TO TAX PARCEL NO. 13 -17-400-003 (More commonly known as: 6849 S. Service Drive, Waterford, MI) A new storage building facility has been constructed on leased property at the Oakland County International Airport. In order to provide power to that facility, the Detroit Edison C ompany has requested that Oakland County grant a permanent easement for underground electric service and appurtenances. The Departments of Facilities Management and Corporation Counsel have prepared and reviewed all necessary documents for granting the ea sement. The resolution reflects that the Oakland County Board of Commissioners authorizes and approves the granting of the easement for the sum of one dollar. . Matis moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote. 7. FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING – 2015 PARKING LOT REPAVING PROGRAM PROJECTS The Department of Facilities Management is seeking approval to award a contract to Hutch Paving to repave two parking lots within the County Campus that has asphalt surface deterioration. The project cost is estimated at $281,543, which includes a 15% contingency of $7,506. Bids were received, and the lowest responsible bidder was Hutch Paving of Warren, Michi gan. Taub moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote. 8. DEPARTMENT OF MANAGEMENT AND BUDGET/EQUALIZATION DIVISION – APPROVAL OF CONTRACT FOR OAKLAND COUNTY EQUALIZATION D IVISION ASSISTANCE SERVICES WITH THE TOWNSHIP OF ROSE The Equalization Division of Oakland County provides a number of services to local units of government including original assessments, reappraisals and file maintenance. The Township of FINANCE COMMITTEE MINUTES Page 7 April 16, 2015 Rose has reque sted that Oakland County approve a one -year contract so that they can renew uniformly with other contracts in 2016. The Department of Management and Budget/Equalization Division is seeking approval of a one -year contract between the County of Oakland and the Township of Rose for the period of Jul y 1, 2015 through June 30, 2016. T he current contract expires on July 1, 2015 . Taub moved approval of the attached suggested Resolution . Supported by Matis. Motion carried unanimously on a roll call vote. 9. DEPARTMENT OF MANAGEMENT AND BUDGET – 2015 EQUALIZATION REPORT The staff of the Equalization Division of the Department of Management & Budget has examined the assessment rolls of the several townships and cities within Oakland County to determine whether the real and personal property in the townships and cities within Oakland County has been equally and uniformly assessed at 50% of true cash value. The resolution adopts the 2015 Equalization and authorizes its certification by the Chairperson of the Boar d. The 2015 Equalization will be entered on the County records and delivered to the appropriate official of the proper township or city. Mr. Hieber gave a brief overview of the Equalization Report. Page 10 of the report reflects the 2015 state equalized values vs. taxable values. The total 2015 Equalized value is $60,806,103,774, reflecting a 10.39% increase, and the Taxable Va lue is $51,895,341,437, reflecting a 3.69% increase, which is slightly above previous estimations. Taub moved approval of the attached suggested Resolution. Supported by Crawford. Motion carried unanimously on a roll call vote. 10. COUNTY EXECUTIVE – BUDGET PROJECTIONS FOR FY 2015 – FY 2020 (LONG -RANGE FISCAL PLAN) Laurie Van Pelt gave an overview of the FY 2015 – FY 2020 Long-Range Fiscal Plan , which projects the County’s financial forecast through September 30, 2020. Ms. Van Pelt gave hig hlights of the report with focus on the Summary Schedule spreadsheet on Page 4 of the report. Ms. Van Pelt indicated that the Long -Range Fiscal Plan shows some significant improvements over previous years. The County’s reliance on fund plans is significantly less going toward 2020. A lot depends on what occurs at the state level, as the County is dependent upon the State. The schedule reflects improvement in real estate by 3.69% and an increase in assessed value of 10.39%, which Ms. Van Pelt indicated is the largest increase in assessed value since 1999. This Fiscal Plan incorporates improvements in three major areas: one for the taxpayers , due to the rollback of the millage; improvement for the employees , due to a slight increase in compensation , and improvement for County facilities. As of September 30, 2014, when the Board of Commissioners approved the budget, General Fund equity was $254 m illion. After deducting $31.3 million of restricted General Fund equity , $222.7 million remains available on a limited one -time basis to support future operations until the County attains structural balance , which is when annual ongoing operating revenues are sufficient to support annual ongoing operating expenditures. The budgeted use of Fund Balance, as adopted on 9/18/2014 , reflects $34.1 million for FY 2015, $29.2 million for FY 2016, $25.9 million for F Y FINANCE COMMITTEE MINUTES Page 8 April 16, 2015 2017. The budget included a five -year forecast, which reflects a need for $21.2 million for FY 2018, $16.4 for FY 2019 and $16.4 for 2020. Taub moved to receive and file the Budget Projections for FY 2015 – FY 2020 (Long-Range Fiscal Plan). Supported by Crawford. Motion carried on a voice vote. OTHER BUSINESS/ADJOURNMENT There being no other business to come before the committe e, the meeting was adjourned at 11:40 a.m. ______________________________________ _________________________________ Pamela L. Worthington, Committee Coordinator Jim VerPloeg, Administrative Director NOTE: The foregoing minutes are subject to Committee approval.