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HomeMy WebLinkAboutMinutes - 2015.08.06 - 36915 August 6, 2015 Chairperson Middleton called the meeting of the Fina nce Committee to order at 9:08 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 and Nancy Quarles COMMITTEE MEMBERS ABSENT WITH NOTICE None. OTHERS PRESENT CENTRAL SERVICES J. David VanderVeen, Director Karl Randall, Manager, Aviation CLERK/REGISTER OF DEEDS Lisa Brown, Clerk/Register of Deeds Jennifer Howden, Chief Deputy County Clerk ELECTIONS Joe Rozell, Director COMPLIANCE OFFICE Pam Weipert, Compliance Officer Scott Guzzy, Purchasing Manager CORPORATION COUNSEL Joellen Shortley, Deputy Corporation Counsel Jody Hall, Assistance Corporation Counsel COUNTY EXECUTIVE Robert Daddow, Deputy County Executive Matthew Gibb, Deputy County Executive DISTRICT COURT, 52nd, Div. 3 Judge Julie A. Nicholson, Chief Judge FACILITIES MANAGEMENT & OPERATIONS Art Holdsworth, Director Ed Joss, Manager, Facilities Planning & Engineering FRIEND OF THE COURT Suzanne Hollyer, Friend of the Court HOMELAND SECURITY Theodore Quisenberry, Manager HUMAN RESOURCES Jordie Kramer, Director Lori Taylor, Deputy Director Monica Buchholz, Analyst INFORMATION TECHNOLOGY Ed Poisson, Director Ed Sager, Supervisor Jamie Hess, Manager, CLEMIS MANAGEMENT & BUDGET Laurie VanPelt, Director FISCAL SERVICES Gaia Piir, Chief, Fiscal Services Ebru Adoglu-Jones, Supervisor II Jeff Phelps, Parks Fiscal Coordinator Laura Huyghe, Accountant Antonio Pisacreta, Financial Analyst Michael Andrews, Financial Analyst Monica Tinsley, Financial Analyst 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 August 6, 2015 FISCAL SERVICES, cont’d Terri Brockmiller, Financial Analyst PARKS AND RECREATION COMMISSION Dan Stencil, Executive Officer Melissa Prowse, Planning Supervisor Sue Wells, Manager SHERIFF’S OFFICE Mike McCabe, Undersheriff Dale Cunningham, Business Manager Clay R. Jansson, Captain Joe Brian, Sergeant TREASURER Andy Meisner, Treasurer Jody DeFoe, Deputy Treasurer Ross Gavin, Deputy Treasurer Akaash Kolluri, Student Assistant Anjali Bhatt, Summer Business Associate OFFICE DEPOT /OFFICEMAX John Saunders, District Sales Manager BOARD OF COMMISSIONERS Wade Fleming, Commissioner, District #16 Philip Weipert, Commissioner, District #8 Jim VerPloeg, Administrative Director Chris Ward, Senior Analyst Pamela Worthington, Committee Coordinator PLEDGE OF ALLEGIANCE Chairperson Middleton led the Pledge of Allegiance. APPROVAL OF THE PREVIOUS MINUTES Taub moved approval of the previous minutes of July 23, 2015, as printed. Supported by Long. Motion carried on a voice vote. PRESENTATION OF THE AGENDA Kowall moved approval of the Finance Committee agenda, as presented. Supported by Taub. 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 affect the FY 2015 Contingency fund balance. The FY 2015 Security Reserve balance will be decreased by $60,852 with the adoption of Item #6 on today's agenda. The FY 2015 General Fund Equity balance will be reduced by $36,845 with the FINANCE COMMITTEE MINUTES Page 3 August 6, 2015 adoption of Item 1a on today’s agenda for Tri -Party funds. 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/Purcha sing – Contract Exception Report for the August 6, 2015 Finance Committee Meeting B. Notice of Hearing: City of Southfield – August 24, 2015 at 7:00 p.m. RE: Amendments of the Current District Boundaries of the Cities of Southfield and Troy Joint Local Develo pment Finance Authority Kowall moved to receive and file the Communications. Supported by Woodward. Motion carried on a voice vote. CONSENT AGENDA 1a. MR #15210 - BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2015 APPROP RIATION – CHARTER TOWNSHIP OF SPRINGFIELD – MILLING AND ASPHALT PATCHING ON DAVISBURG ROAD – PROJECT NO. 53061 The resolution was introduced by Commis sioner Hoffman to approve the use of Tri -Party funds in the amount of $36,845 (County’s 1/3 Share) for a project in the Charter Township of Springfield for the milling and asphalt patching of Davisburg Road from the West Township Line to Dixie Highway. Construction on this project is expected to begin this summer. Kowall moved approval of the attached sug gested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote. REGULAR AGENDA 2. HEALTH AND HUMAN SERVICES – HOMELAND SECURITY DIVISION – EMERGENCY MANAGEMENT PERFORMANCE GRANT AGREEMENT FOR FISCAL YEAR 2015 ACCEPTANCE The State of Michigan Department of State Police, Emergency Management and Homeland Security Division has awarded the County of Oakland $104,688 in grant funding, which inclu des a required in-kind County match of $52,344 for the period of October 1, 2014 through Se ptember 30, 2015. The grant funds a portion of the Homeland Security Manager’s salary and fringe benefits. Taub moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote. FINANCE COMMITTEE MINUTES Page 4 August 6, 2015 3. MR #15205 - SHERIFF’S OFFICE – CONTRACT FOR LAW ENFORCEMENT SERVICES AT THE MICHIGAN RENAISSANCE FESTIVAL – 2015 SEASON The Sheriff’s Office is seeking approval of the annual one -year contract for law enforcement services for the upcoming 2015 Michigan Renaissance Festival season, in Groveland Township. Under the provisions of the contract Groveland Township will reimburse the Sheriff’s Office for services at the hourly overtime rates that were established by MR #12266. The contract period is from August 22, 2015 through October 4, 2015, or 15 event days. Matis moved approval of the attached suggested Fiscal Note. Supported by Taub. Kowall moved to report to amend the 2015 Law Enforcement Services Agreement, as follows: On Page 3, Section 3, Event Dates, the dates of September 26 and 27 are to be added. Supported by Taub. Motion to report to amend the Law Enforcement Services Agreement carried unanimously on a roll call vote. Motion to approve Fiscal Note carried unanimously on a roll call vote. 4. MR #15206 - SHERIFF’S OFFICE – REPLACEMENT AND UPGRADE OF SHERIFF AVIATION MICROWAVE DOWNLINK SYSTEM (DIRECTIONAL GPS) The Microwave Downlink System was damaged due to a lightning strike, and $403,740 in insurance recovery was received in 2014 and 2015. Reques ts for Proposals (RFPs) were solicited from vendors. The County received two qualifying bids for the Microwave Downlink Directiona l GPS Transmitters. Undersheriff McCabe stated that one bid came in a little higher; however, the technology is far superior. This system will allow them to downlink to laptop computers. The estimated cost for the replacement is $749,237. The insurance will cover the majority of the cost. The remaining funds will come from the Sheriff Aviation General Fund Assigned Balance and Patrol Services Division Miscellaneous Capital Outlay F und ($36,260). Taub moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote. 5. MR #15207 – SHERIFF’S OFFICE – USE OF FORFEITED FUNDS FOR EQUIPMENT AND TRAINING The Sheriff’s Office is requesting to use $255,000 of forfeiture funds to cover the cost of SWAT training and to purchase equipment, per the attached list. Undersheriff McCabe indicated that the current equipment is about 4 or 5 years old, and it needs to be replaced. The new equipment will be more efficient, and it will help the Sheriff’s Office get caught up with the backlog of cases in the Crime Lab. Kowall moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote. FINANCE COMMITTEE MINUTES Page 5 August 6, 2015 6. MR #15208 - SHERIFF’S OFFICE – CREATION OF POSITIONS FOR BUILDING SECURITY – PHASE II The Sheriff’s Office and Facilities Management staff reviewed building security coverage and developed a comprehensive security plan to enhance security needs for various County facilities. As a result, the Sheriff’s Office is reques ting to create one (1) General Fund/General Purpose full - time eligible Deputy II position in the Courthouse Security U nit, sixteen (16) part-time non-eligible Court Deputy II positions in the Courthouse Security Unit and one General Fund/General Purpose full-time eligible Office Assistant I position in the Courthouse Security Unit. Taub moved approval of the attached suggested Fiscal Note. Supported by Matis. Motion carried unanimously on a roll call vote. 7. MR #15203 – COUNTY CLERK/REGISTER OF DEEDS – TRANSFER OF ONE (1) OFFICE LEADER POSITION AND ONE (1) OFFICE ASSISTANT II POSITION IN THE VITAL RECORDS UNIT FROM GF/GP FUND TO SR FUND Per Public Act 3 of 2015, House Bill No. 34, each county in the State of Michigan is required to establish a Concealed Pistol License Fund (CPL) to deposit fees collected by the County Clerk for CPLs effective June 2, 2015. The Cler k/Register of Deeds is seeking approval to transfer one (1) Office Leader position and one (1) Office Assistant II position in the Vital Records Unit from General Fund/General Purpose to the Special Revenue Fund. Taub moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote. 8. FRIEND OF THE COURT – FY 2013 COOPERATIVE REIMBURSEMENT PROGRAM (CRP) EXTENSION FOR FY 2016– GRANT AMENDMENT OVER 15% The Friend of the Court is seeking app roval of an amendment to the FY 2013 Cooperative Reimbursement Program (CRP) which would extend the granting period one more year, from October 1, 2015 through September 30, 2016. The CRP program provides Federal funds for the Friend of the Court to handle child support enforcement with the Friend of the Court . Commissioner Taub disclosed that she knows someone who will be using these services. Taub moved approval of the attached suggested Fiscal Note. Supported by Kowall. Motion carried unanimously on a roll call vote. 9. DEPARTMENT OF CENTRAL SERVICES – OAKLAND TROY AIRPORT – 2015 GRANT PROGRAM ACCEPTANCE – REHABILITATE PARALLEL TAXIWAY AND RUNWAY INCLUDING FINAL PHASE TERMINAL PARKING LOT AND ENTRANCE ROAD AND AIRFIELD PAINT MARKING The Michigan Department of Transportation has awarded Oakland County $664,000 in grant funding, which includes $597,600 in Federal funds, $33,200 in State funds and a required County match of $32,000, which is available from the Airport Fund. The funds will be used for r esurfacing the parallel taxiway and runway, which includ es the terminal parking lot, entrance road and airfield FINANCE COMMITTEE MINUTES Page 6 August 6, 2015 paint marking at the Oakland Troy Airport. Matis moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote. 10. DEPARTMENT OF CENTRAL SERVICES – OAKLAND COUNTY INTERNATIONAL AIRPORT – 2015 GRANT PROGRAM ACCEPTANCE – AIRCRAFT RESCUE FIRE FIGHTING (ARFF) TRAINING The Michigan Department of Transportation has awarded Oakland County $2 ,200 in grant funding, which includes a local grant match of $200 that is available in the Airport Fund. The funds will be used for Aircraft Rescue and Fire Fighting (ARFF) training. The estimated completion date is 36 months from the date of the award. The Michigan Department of Transportation will act as agent on behalf of the County in administration of this project. Long moved approval of the attached suggested Fiscal Note. Supported by Kowall. Motion carried unanimously on a roll call vote. 11. PARKS AND RECREATION COMMISSION – A PATHWAY TO A HEALTHIER MICHIGAN GRANT ACCEPTANCE The Oakland County Parks and Recreation Commission (OCPRC) received a letter notifying them that the Michigan Recreation and Park Association selected the OCPRC for a g rant award of $9,200 for the Pathway to a Healthier Michigan program. The funds would be used for the creation of a walking program at Catalpa Oaks County Park, and there is a required in -kind match of $900 for pedometers. The granting period is from Jun e 1, 2015 through October 31, 2016. Zack moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote. 12. PARKS AND RECREATION COMMISSION – 2015 ROAD COMMISSION FOR OAKLAND COUNTY RIGHTS-OF-WAY TREATMENT FUND AWARD The Oakland County Parks and Recreation Commission (OCPRC) has been notified of an award in the amount of $5,882 to offset the cost of invasive species treatment at Addison, Independence, Orion and Rose Oaks County Park s. Matching funds of $4,830 are required and in-kind staffing funds of $955 are included in the OCPRC budget, which will cover the projected program cost of $11,667. A budget amendment is not required. Taub moved approval of the attached suggested Fiscal Note. Su pported by Long. Motion carried unanimously on a roll call vote . 13. COMPLIANCE OFFICE/PURCHASING UNIT – TWO-YEAR CONTRACT EXTENSION WITH OFFICEMAX OF NORTH AMERICA, INC. (June 1, 2016 – May 31, 2018) The County currently has a five -year contract with OfficeMax North America for office supplies, and FINANCE COMMITTEE MINUTES Page 7 August 6, 2015 as part of that contract there is the America Saves Program in which the County receives an administrative fee and a discount from OfficeMax. The County has earned an average of $230,000 each year in rebates on County office supply purchases. The resolution approves a two-year extension of the current contract for the term of 6/1/2016 through 5/31/2018. Taub moved approval of the attached suggested Resolution. Supported by Kowall. Motion carried unanimously on a roll call vote. 14. MR #15204 - DEPARTMENT OF ECONOMIC DEVELOPMENT & COMMUNITY AFFAIRS – EXTENSION OF NO HAZ PROGRAM The Department of Economic Development & Community Affairs is requesting an extension of the NO HAZ program. Oakland County has facilitated the North Oakland Household Hazardous Waste Consortium (NO HAZ program ) since 2003 in order to provide residents of northern Oakland County with collection services for hazardous waste. There are a number of sites throughout the participating communities. Matis moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote. 15. DEPARTMENT OF INFORMATION TECHNOLOGY – MODIFICATIONS TO COMPREHENSIVE I.T. SERVICES INTERLOCAL AGREEMENT The Department of Information Technology is requesting to modify the comprehensive I.T. Services Interlocal agreement in order to make additional technology services available to public bodies. There will be a new Exhibit X to add the Courts and Law Enf orcement Management Information System (CLEMIS). CLEMIS provides technology and related services to criminal justice/public safety agencies so that they can share data and improve the delivery of criminal justice/public safety services. Zack moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote. 16. FACILITIES MANAGEMENT/MANAGEMENT & BUDGET – RECOMMENDED PROCEDURES FOR CAPITAL IMPROVEMENT PROJECTS UNDER $50,000 Facilities Management and Management & Budget are requesting approval of a resolution that authorizes any capital improvement projects under $50,000 to be administratively approved by both the Director of Facilities Management and the Fiscal Officer (or designee), if funding is a vailable, and any transfers are to be included in the Quarterly Forecast Report. Taub moved approval of the attached suggested Fiscal Note . Supported by Zack. Matis moved to postpone consideration of the Fiscal Note until further information is provided about how many projects would be affected by this. Supported by Zack. Motion to postpone carried on a roll call vote with Long voting no. FINANCE COMMITTEE MINUTES Page 8 August 6, 2015 17. DEPARTMENT OF FACILITIES MANAGEMENT FY 2016 – FY 2025 CAPITAL IMPROVEMENT PROGRAM The Department of Facilities Management provided the FY 2016 – FY 2025 Capital Improvement Program report with detailed information for building and utility projects within the Capital Improvement Program. The number of Capital Improvement projects is 145. Many of them will take place over multiple years. The detailed report includes building projects, utility, roads and parking lot projects and future projects. As it relates to building projects, it is estimated that $39,108,852 would be needed for the period of FY 2016 through F Y 2025. As it relates to utility projects, it is estimated that $32,876,034 would be needed for the period of FY 2016 through 2025. Mr. Holdsworth indicated that the number of Capit al Improvement projects have dropped considerably over the last five or six years. Mr. Holdsworth gave a brief overview of the report and answered questions posed by the Commissioners. Taub moved to receive and file the Capital Improvement Program report. Supported by Matis Motion carried on a voice vote. RECESS AT 10:22 A.M. RECONVENED AT 10:3 0 A.M. BUDGET HEARINGS DISTRICT COURTS Judge Nicholson, Chief Judge, 52nd District Courts, presented the budget for the District Courts. Judge Nicholson indicated there were no deviations from last year’s budget. In 2011, the State Court Administrator’s Office (SCAO) did a caseload study for all the District Courts in the State of Michigan. They came up with a formula based on types of cases and how much time court staff was spending on cases, and they determined whether the district courts would need more or less judges. At that time, the District Courts caseloads were down due to the recession and layoffs of police officers. Since that time caseloads have increased by about ten (10) percent. The recommendation that came from the study in 2011 is to eliminate one judge in the 52 nd District Court. Judge Nicholson spoke with the SCAO, and they recommended that the judge be eliminated by attrition; however, it needs concurrence from the funding uni t. Judge Nicholson and the Court Administrators from all four District Courts were present to answer questions posed by the Commissioners. Jill Palulian, Court Administrator, 52nd District Court, Troy indicated that they are in the process to bid out for West Law and Lexus on -line services. They are meeting with representatives to determine which program is most feasible to use. CLERK/REGISTER OF DEEDS Lisa Brown, Clerk/Register of Deeds, presented the budget for the Clerk/Register of Deeds. She indicated that the proposed bud get on the expenditure side was $10.2 million, and the actual wa s $9 million. On the revenu e side, the proposed budget was $12.3 million, and they actually brought in $15.1 million. Ms. Brown indicated that the Clerk’s Office will lose revenue because the y will no longer be taking photos for Concealed Pistol Licenses, since legislation has changed, and they will be handled through the Secretary of State offices. The Clerk’s Office received notice from the State Court Administrator’s Office that as of Sept ember 30, 2015, the County Clerk’s Office will not be FINANCE COMMITTEE MINUTES Page 9 August 6, 2015 allowed to charge a fee for E -filing with the Courts. Mr. Rozell, Director of Elections, indicated that there are going to be some changes in the voting equipment and software to keep up with technolog y. The current software is only compatible with Windows XP, which is now obsolete . Ms. Brown explained that the State has submitted Requests for Proposals (RFPs) looking into either a buy option or a lease option for the equipment. TREASURER’S OFFICE Treasurer Meisner presented the FY 2016 budget for the Treasurer’s Office, and he indicated that there has been an increase in property values . Information obtained from Equalization for the last few years reflects a small increase in taxable value, which is a positive indicator for the economy. There is economic health reflected in tax foreclosure numbers, which have continued to trend down. In 2012, the peak was 1,650 tax foreclosures, and the number for the August land sale, which is scheduled for August 18 th and 19th, at the Ultimate Soccer Arena . They are anticipating 600 properties in tax foreclosure, which is a significant decline from last year. Because of the value increases, the Treasurer’s Office is sell ing properties for more money. The interest income continues to be low, but there is some upward pressure on rates. T he Treasurer’s Office portfolio is generating about 97 basis points . Treasurer Meisner expressed his support for the County Executive’s budget recommendation for FY 2016 – FY 2018. The Settlement Distribution Center continues to be an active partner with Oakland County cities, villages and townships (CVTs). Funds are still available for the Step Forward Michigan program. BOARD OF COMMISSIONERS/LIBRARY BOARD Jim VerPloeg presented the budget for the Board of Commissioners. John Chambers , Chairperson of the Library Board, and Laura Mancini were also present to answer questions posed by the Commissioners. Mr. VerPloeg indicated that there are no changes in the budget fo r FY 2016 versus last year’s budget. The only revenue that the Board of Commissioners receives is from the Prescription Drug Program, which he indicated is doing well. There is one item in the Capital Improvement Program that includes an update. Mr. Chambers indicated that the Library Board conducted a study of its operations , a strategic plan that goes through to 2024. In 2015, through attrition, they had a reduction in their services by terminating a position, which saved the County about $75,000. As part of the study they looked at the reduction of their space. In about 3 -5 years, they will re-examine the process of reducing space. Electronic media is now greater than print media. They went out for competitive bids on electronic media, West Law versus Lexus, and evaluated both companies on 112 points. Through that evaluation process, they recommended West Law. PARKS AND RECREATION Mr. Stencil presented the Parks and Recreation Commission budget, and he gave a brief background of the establishm ent of the Parks and Recreation Commission (PRC). It was created in 1966 by Public Act 261. Financially it is supported by a quarter million County -wide that generates about 50% of its revenue. They manage and operate 13 parks, which include nearly 7,000 acres of land, and the PRC provides service to over two (2) million visitors annually. Their staff consists of 700 seasonal part-time and 79 full-time employees. The PRC receives no financial revenue from the County General Fund, and they are highly supported through direct and indirect charges for services, such as for Human Resources, C orporation Counsel, insurance, S afety, Central Garage, Fiscal Services, Information Technology and Facilities Maintenance. FINANCE COMMITTEE MINUTES Page 10 August 6, 2015 In 2016, the PRC will be celebrating its 50th anniversary of high quality recreation services programs and facilities to the County residents. Appreciation days, special events and other activities will be taking place next year. The PRC is in a variety of businesses and services. T hey have 34 budget centers, in which the PRC allocates the costs through a service portfolio project they undertook two (2) years ago. The goal for parks staff, in development of future budgets, is to get through the non- use of fund balance to maintain and operate the parks system. Currently, they have a policy in which about 50% of their current operating budget is in the fund balance account that has reserves for capital improvements for things such as acquisitions of parks lands that could be considered , as well as operations costs. The Parks and Recreation Commission’s revenue is dependent on the weather, and Mr. Stencil explained that this year there were 30 days of rain from Memorial Day weekend to July 10, 2015, therefore, a slow start to the season ; however, things have improved significantly, and they are hopeful that summer trends will continue. Mr. Stencil indicated that they are proposing a $24.27 million operating budget, which is balanced. Mr. Stencil, Sue Wells and Jeff Phelps were present to answer qu estions posed by the Commissioners. Mr. Stencil indicated that they brought in consultants to help with systems and healthy choices for parks concessions, and that has been successful so far. OTHER BUSINESS/ADJOURNMENT Ms. Sonkiss indicated th at the Finance Committee was provided with an Amendment List at the beginning of today’s meeting that includes resolutions that were adopted by the Board since the last meeting. Also, in Section C, the one item that did change was for the Animal Cont rol. There is an ongoing cost for the Mobile Data Computers, and an adjustment is reflected in C -5. The $15,000 per year is now being budgeted in the General Fund as opposed to a transfer from the Legacy Fund. There being no other business to come before the committee, the meeting was adjourned at 12:08 p.m. ______________________________________ _________________________________ Pamela L. Worthington, Committee Coordinator Jim VerPloeg, Administrative Director NOTE: The foregoing minutes are subject to Committee approval.