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HomeMy WebLinkAboutMinutes - 2015.07.09 - 36905 July 9, 2015 Chairperson Middleton called the meeting of the Fina nce Committee 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, Eileen Kowall, Christine Long, Shelley Taub, Jeff Matis, Hugh Crawford, Nancy Quarles COMMITTEE MEMBERS ABSENT WITH NOTICE David Woodward and Helaine Zack OTHERS PRESENT COMPLIANCE OFFICE Pam Weipert, Compliance Officer Scott Guzzy, Purchasing Manager ECONOMIC DEVELOPMENT Steve Huber, Officer EQUALIZATION Dave Hieber, Manager Shannon Moore, Tech. Assistant FACILITIES MANAGEMENT & OPERATIONS Art Holdsworth, Director HEALTH AND HUMAN SERVICES George Miller, Director CHILDREN’S VILLAGE Jody Overall, Manager HUMAN RESOURCES Jordie Kramer, Director Heather Mason, Comp & Class Supervisor MANAGEMENT & BUDGET Laurie VanPelt, Director FISCAL SERVICES Gaia Piir, Chief, Fiscal Services Holly Conforti, Chief Ebru Adoglu-Jones, Supervisor II Jeff Phelps, Parks Fiscal Coordinator Terri Brockmiller, Financial Analyst Leo Lease, Financial Analyst PARKS AND RECREATION COMMISSION Dan Stencil, Executive Officer Phil Castonia, Chief PUBLIC SERVICES Mark Newman, Director SHERIFF’S OFFICE Dale Cunningham, Business Manager TREASURER’S OFFICE Ross Gavin, Deputy Treasurer WATER RESOURCES COMMISSIONER Steve Korth, Manager Tom Maxwell, Assistant Chief Engineer 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 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 July 9, 2015 PLEDGE OF ALLEGIANCE Chairperson Middleton led the Pledge of Allegiance. APPROVAL OF THE PREVIOUS MINUTES Taub moved approval of the previous minutes of June 4, 2015, as printed. Supported by Kowall. Motion carried on a voice vote. AGENDA Chairperson Middleton indicated tha t a new Communication item “Notice of Hearing: City of Southfield – July 20, 2015 at 7:00 p.m. – REL Approval of a Brownfield Redevelopment Plan and Tax Increment Financing Plan for the Renovatio n of the Former Holiday Inn Hotel Located at 26555 Telegraph Road”, will be added to the agenda as Item P. PRESENTATION OF THE AGENDA Kowall moved approval of the Finance Committee agenda, as amended. Supported by Quarles. Motion carried on a voice v ote. PUBLIC COMMENT None. FY 2015/FY 2016/FY 2017 CONTINGENCY REPORT The FY 2015 General Contingency balance will be increased by $24,840 with the adoption of Item #11, Department of Health and Human Services/Health Division - FY 2014/2015 and FY 2015/2016 Inland Beach Grant Contract with the Department of Environmental Quality (DEQ) – DEQ Project Number 2015 – 7209. The FY 2015 Classification and Rate Change balance will be decreased by $8,927 with the adoption of Item #9, Human Resources Department – Salary Administration Plan 3rd Quarterly Report fo r FY 2015. The FY 2015 Grant Match will be increased by $23,721 with the adoption of Item #2, Sheriff’s Office – 2015 Law Enforcement Distribution Registration MCOLES Grant Application and Acceptance. The FY 2015 General Fund Equity balance will be reduced by $102,877 with the adoption of Item s 1a and 1b on today’s agenda for Tri-Party funds. The Contingency Report also includes West Nile Distribution Balances for FY 2015. Taub moved to receive and file the FY 2015 Contingency Report. Supported by Quarles. Motion carried on a voice vote. COMMUNICATIONS A. County Executive Compliance Office/Purchasing – Contract Exception Report for the Ju ly 9, 2015 Finance Committee Meeting FINANCE COMMITTEE MINUTES Page 3 July 9, 2015 COMMUNICATIONS, cont’d. B. Sheriff’s Office – 2016 Auto Theft Prevention Authority (ATPA) Grant Application C. Sheriff’s Office – 2015 Edward Byrne Memorial Justice Assistance Grant (JAG) Program - Application D. Prosecuting Attorney – FY 2013 Cooperative Reimbursement Program (CRP) Grant Application – Amendment #1 for FY 2016 Funding E. Friend of the Court – FY 2013 Cooperative Reimbursement Program (CRP) Application – Amendment #2 for FY 2016 Funding F. Information Technology – CLEMIS Funds – Financial Statements and Schedules for Six Months Ended March 31, 2015 G. Highland Downtown Development Authority (HDD A) – 2014 Annual Tax Increment Financing Report H. Department of Management & Budget/Equalization Division – RE: Certifying Reports for the Charter Township of West Bloomfield I. City of Royal Oak – Adoption of Reduced Publicity Tax Millage Rate for Fiscal Year 2015 – 2016 J. Oakland County Child Care Fund – DHS Claim Correspondence K. Treasurer’s Office – Annual Report – Balance of Land Sale Proceeds L. Notice of Hearing: City of Pontiac – June 18, 2015 at 5:30 p.m. – RE: Obsolete Property Rehabilitation Act (OPRA) Exemption Certificate Application for Property at 50 Wayne Street, Pontiac, MI 48342 M. Notice of Hearing: City of Pontiac – June 18, 2015 at 5:30 p.m. – RE: OPRA District Request for Property at 391 E. Wilson Street, Pontiac, MI 48342 N. Notice of Hearing: City of Auburn Hills – June 8, 2015 at 7:00 p.m. – RE: Industrial Facilities Exemption Certificate for New Real Property for a Facility Located at 1751 Summit Dr., Auburn Hills, MI 48326 O. Notice of Hearing: City of Southfield – June 15, 2015 at 7:00 p.m. 1). Establishment of an Industrial Development District for the Following Properties: 1000 Town Center, 2000 Town Center, 3000 Town Center and 4000 -4400 Town Center, also known as Southfield Town Center, located at Evergreen and Lodge Freeway 2). Application for Exemption of New Personal Property for a Facility to be Located Within the Proposed Industrial Development District P. Notice of Hearing: City of Southfield – July 20, 2015 at 7:00 p.m. – RE: Approval of a Brownfield Redevelopment Plan and Tax Increment Financing Plan for the Renovation of the Former Holiday Inn Hotel Located at 26555 Telegraph Road Long moved to receive and file the Communications. Supported by Crawford. Motion carried on a voice vote. CONSENT AGENDA 1a. MR #15166 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2015 APPROPRIATION – CHARTER TOWNSHIP OF OAKLAND – 2015 LIMESTONE PROGRAM – PROJECT NO. 53002 The resolution was introduced by Commis sioner Spisz to approve the use of Tri -Party funds in the amount of $21,227 (County’s 1/3 Share) for a project in the Charter Township of Oakland FINANCE COMMITTEE MINUTES Page 4 July 9, 2015 consisting of the spreading of limestone on various roads with the township. The work is expected to be completed this summer. 1b. MR #15167– BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2015 APPROPRIATION – CITY OF ROCHESTER HILLS – IMPROVEMENTS ON TIENKEN ROAD, ADAMS ROAD TO LIVERNOIS ROAD – PROJECT NO. 52461 The resolution was introduced by Commissioner Gosselin to approve the use of Tri -Party funds in the amount of $81,650 (County’s 1/3 Share) for a project in the City of Rochester Hills consisting of the widening for dual left turns, modifying signals, sidewalk ramps and inst allation of street lights on Grand River Avenue at Beck Road. Construction on this project is expected to begin this spring. Kowall moved approval of the attached suggested R esolutions on the Consent Agenda . Supported by Long. Motion carried unanimously on a roll call vote with Woodward and Zack absent . REGULAR AGENDA 2. SHERIFF’S OFFICE – 2015 LAW ENFORCEMENT DISTRIBUTION REGISTRATION MCOLES GRANT APPLICATION AND ACCEPTANCE The resolution approves the acceptance of $54,806 from the Michigan Departmen t of Treasury for the Michigan Justice Training Fund. Mr. Cunningham explained that the Sheriff’s Of fice receives reimbursement distributions twice a year, and this is the first installment. This grant has been in existence since 1982. The amount of reimbursement is determined by how many officers are employed at the eligible entity. Matis moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote with Woodward and Zack absent. 3. SHERIFF’S OFFICE – MICHIGAN HIGH INTENSITY DRUG TRAFFICKING AREA GRANT ACCEPTANCE The resolution approves the acceptance of a grant in the amount of $18,839 to be used towards the purchase of a gas chromatograph/mass spectrometer (GC/MS), which analyzes prescription and other illicit drugs in laboratory casework. Matis moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote with Woodward and Zack absent . FINANCE COMMITTEE MINUTES Page 5 July 9, 2015 4. MR #15161 - WATER RESOURCES COMMISSIONER – RESOLUTION TO AUTHORIZE EVERGREEN AND FARMINGTON SEWAGE DISPOSAL SYSTEMS NORTH EVERGREEN INTERCEPTOR CONTRACTS AND EVERGREEN AND FARMINGTON SEWAGE DISPOSAL SYSTEMS NORTH EVERGREEN INTERCEPTOR BONDS, SERIES 2015 The resolution approves three c ontracts for the Evergreen and Farmington Sewage Disposal System North Evergreen Interceptor and approves the Evergreen and Farmington Sewage Disposal Systems North Evergreen Interceptor Bonds, Series 2015. The total estimated cost of the projec ts is $7,359,000, and the costs will be split as follows: $1 46,093 to Bloomfield Hills, $2,920,679 to Bloomfield Township and $4,292,228 to Troy. The Cities of Troy and Bloomfield will pay cash for their part of the contract costs, and Oakland County will issue bo nds to defray Bloomfield Township’s cost of the contracts, in accordance with the provisions of Act 342, Public Acts of Michigan 1939, as amended. The construction projects are required per an administrative Consent Order issued by the Michigan Department of Environmental Quality to provide in -system storage and increased sewer capacity through hydraulic improvements to the system. The Wattles Road Storage Project consists of approximately 3,500 feet of new 60” sanitary sewer to provide storage, which will be located along Wattles Road east and west of Adams Road. The second project is the Stonycroft Parallel Relief Sewer project, which consists of a 21” diameter relief sewer that will be used to transport excess sewage flow to the Amy Pump Station. The third project is the Hydraulic Improvements project, which consists of upgrades at various locations in the Cities of Troy, Bloomfield Hills and Bloomfield Township to improve the hydraulic carrying capacity of the sewer system. Mr. Maxwell indicated that they will be going out for bids on July 12 th, and it is anticipated that the construction will begin this year. No County General funds shall be appropriated for this project. Crawford moved approval of the attached suggested Fiscal Note. Supported b y Quarles. Motion carried unanimously on a roll call vote with Woodward and Zack absent . 5. MR #15162 - PARKS AND RECREATION COMMISSION – REQUEST FOR APPROVAL INTER-LOCAL AGREEMENT FOR DAVISBURG DAM – SPRINGFIELD OAKS COUNTY PARK The resolution approves an agreement between the County of Oakland and the Charter Township of Springfield which is based on the Affidavit of Clarification of financial responsibility. Mr. Stencil explained that this is part of the State program that is evaluated and inspected ev ery five years, and the Parks and Recreation Commission has come up with a determination of the frontage owned by both Oakland County and the Township of Springfield, which is 55% County -owned and 45% Township-owned. The agreement details the responsibilities of each entity. A budget amendment is not required . Long moved approval of the attached suggested Fiscal Note. Supported by Kowall. Motion carried unanimously on a roll call vote with Woodward and Zack absent . 6. PARKS AND RECREATION COMMISSI ON – 2014 MICHIGAN NATURAL RESOURCES TRUST FUND GRANT ACCEPTANCE The Oakland County Parks and Recreation Commission has been awarded $36,300 in grant FINANCE COMMITTEE MINUTES Page 6 July 9, 2015 funding to help offset the cost of a 50 -foot, universally accessible fishing pier at Groveland Oaks County Park. The grant requires a County match of $12,200 for construction and engineering costs. The grant period is from April 1, 2015 through March 31, 2017. The funds are included in the FY 2015 Parks and Recreation budget. Long moved approval of the at tached suggested Resolution. Supported by Taub. Motion carried unanimously on a roll call vote with Woodward and Zack absent . 7. MR #15163 – DEPARTMENT OF FACILITIES MANAGEMENT – APPROVAL AND ACCEPTANCE OF AMENDMENT TO LICENSE AGREEMENT WITH SBA STEEL LL C FOR EXTENSION OF THE TERM FOR THE EXISTING CELL TOWER AT ADDISON OAKS COUNTY PARK, PART OF PARCEL NO 05 -33-100-004 The resolution approves an amendment to the license agreement between Oakland County and SBA Steel LLC for the licensee’s use of the cell tower site located at 998 Lake George Road, Leonard, Michigan. The amendment extends the term for the existing cell tower at Addison Oaks County Park. Mr. Castonia indicated that the staff at Addison Oaks had approached Oakland County Parks and Recreatio n Commission requesting to extend the lease to a 20 -year lease. The existing lease has an escalator of five percent every five years. The Parks and Recreation Commission renegotiated the lease to have an escalator of 3 percent every year, beginning in 20 19, which will generate an extra $90,000 with this new lease. The resolution approves the extension of the lease term for four additional successive terms of five years (20 years total), commencing on September 27, 2019. Kowall moved approval of the att ached suggested Fiscal Note. Supported by Matis. Motion carried unanimously on a roll call vote with Woodward and Zack absent. 8. FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING – PUBLIC WORKS STORAGE BUILDING ROOF REPLACEMENT PROJECT The resolution authorizes the roof replacement project of the Public Works Storage building. Mr. Holdsworth explained that after the bids for roof replacements went out earlier this year, it was discovered that the Public Works Storage B uilding was leaking, and they couldn’t wait until next year to replace the roof. The roof was previously replaced in 1990. They have decided to use annual contractors to replace this roof. Butcher & Butcher submitted a bid of $21,675 for the tear off and replacement of the Public Works building roof with a 30 -year warranty. The total estimated cost of this project is $23,843, with a $2,168 contingency. Funding of $23,843 is available in the FY 2015 Capital Improvement Program/Building Fund to transfer to the Project Work Order Fun d. Commissioner Long asked if there was a warranty on the roof from the time it was replaced in 1990. Mr. Holdsworth indicated that he would look into it and get the information back to her. Kowall moved approval of the attached suggested Resolution. Supported by Taub. Motion carried unanimously on a roll call vote with Woodward and Zack absent. FINANCE COMMITTEE MINUTES Page 7 July 9, 2015 9. MR #15160 – HUMAN RESOURCES DEPARTMENT – SALARY ADMINISTRATION PLAN 3RD QUARTERLY REPORT FOR FY 2015 The Human Resources Department has submitted its 3 rd Quarterly Report for FY 2015, and it identifies the job studies conducted and the salary grade changes recommended by the Human Resources Department after completing the review process. The resolution authorizes implementation of the Salary Administrati on Plan 3rd Quarterly Report for FY 2015, which includes the increase in salary grade of three positions, the increase in points of three positions with no salary grade change, the creation of a new position titled Library Acquisitions Specialist, non - exempt, Grade 8 and an upward reclassificat ion of one position , Account Clerk I from a Salary Grade 5 to a Salary Grade 8. Quarles moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote with Woodward and Zack absent. 10. DEPARTMENT OF HEALTH AND HUMAN SERVICES/HEALTH DIVISION – INTERGOVERNMENTAL AGREEMENT BETWEEN THE COUNTY OF OAKLAND AND THE OAKLAND COUNTY COMMUNITY MENTAL HEALTH AUTHORITY FOR SUICIDE PREVENTION SERVICES The Oakland County Com munity Mental Health Authority (OCCMHA) was awarded a five -year grant by the Michigan Department of Health and Human Services (MDHHS) of which the OCCMHA will subcontract under the Transforming Youth Suicide Prevention grant with the Oakland County Health Division to provide training of key community leaders from public health, schools, law enforcement, mental health and other community sectors and implement suicide prevention programming for youth. The resolution authorizes the agreement between the County of Oakland and the OCCMHA in the amount of $165,692 for the period of November 1, 2014 through September 30, 2015 , which is expected to be renewed for four additional years beginning October 1, 2015 through September 30, 2019. The grant requires the cre ation of one SR Full-Time Eligible Public Health Educator II position for the duration of this project. Taub moved approval of the attached suggested Fiscal Note. Supported by Matis. Motion carried unanimously on a roll call vote with Woodward and Zac k absent. 11. DEPARTMENT OF HEALTH AND HUMAN SERV ICES/HEALTH DIVISION – FY 2014/2015 AND FY 2015/2016 INLAND BEACH GRANT CONTRACT WITH THE DEPARTMENT OF ENVIRONMENTAL QUALITY (DEQ) – DEQ PROJECT NUMBER 2015 -7209 The Michigan Department of Environmental Qual ity has awarded the Oakland County Health Division continued funding for the Inland Beach Grant Project for the period of March 1, 2015 through September 30, 2016. The grant award amount is $65,133.99, which includes a total funding amount of $49,679.48 with a required County in-kind match of $15,454.51. The funds will be used to continue water sampling and testing through the Oakland County Bathing Beach Program at beaches in Oakland County to protect and prom ote public health by determining whether the water is safe for bathing purposes. FINANCE COMMITTEE MINUTES Page 8 July 9, 2015 Kowall moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote with Woodward and Zack absent. 12. DEPARTMENT OF HEALTH AND HUMAN SERVICES CHILDREN’S VILLAGE DIVISION – OAKLAND COUNTY INTERLOCAL AGREEMENT BETWEEN OAKLAND COUNTY AND THE OAKLAND COUNTY COMMUNITY MENTAL HEALTH AUTHORITY FOR PSYCHIATRIC SERVICES FOR OAKLAND COUNTY CHILDREN’S VILLAGE The Oakland County Community Mental Health Authority (O CCMHA) has agreed to partner with Oakland County Children’s Village through a contract to provide funding for psychiatric services. The contract will provide funding for the period of October 1, 2014 through September 30, 2015 with a not-to-exceed amount of $75,000, which has been made available through the Michigan Department of Community Health to the OCCMHA. Mr. Miller indicated that over the last 5 to 10 years the number of kids needing psychiatric care has increased greatly. The Children’s Village will be reimbursed in a lump sum amount for actual expenditures incurred upon commencement of the contract. Matis moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote with Woodward and Zack absent. 13. DEPARTMENT OF MANAGEMENT AND BUDGET/FISCAL SERVICES – APPROVAL OF FUND BALANCE POLICY FOR THE GENERAL FUND The resolution adopts a Fund Balance Policy for the General Fund. The purpose of this policy is to conform to transparency, which provides citizens and investors a way to see what t he County practices are in regard to the County’s General Fund Balance. The guidelines of this Fund Balance Policy reflect that the minimum long -term fund balance target should be no less than 20% of annual operating expenditures. Ms. Van Pelt indicated that when the budget is adopted by Oakland County, they also conduct a five -year forecast, which projects where the fund balance would be at that time . If there are anticipated shortfalls, steps are taken to make cuts in future budget projections. Taub moved approval of the attached suggested Resolution. Supported by Kowall. Motion carried unanimously on a roll call vote with Woodward and Zack absent. OTHER BUSINESS/ADJOURNMENT Ms. Sonkiss indicated that the Commissioners will receive the Categorical Analysis and Budget Highlight books on July 16, 2015. There being no other business to come before the committe e, the meeting was adjourned at 9:56 a.m. ______________________________________ _________________________________ Pamela L. Worthington, Committee Coordinator Jim VerPloeg, Administrative Director NOTE: The foregoing minutes are subject to Committee approval.