HomeMy WebLinkAboutMinutes - 2015.10.15 - 36931 October 15, 2015
Chairperson Middleton called the meeting of the Fina nce Com mittee to order at 9:11 a.m. in
Committee Room A of the Commissioners' Auditorium Wing, County Service Center in Pontiac,
Michigan.
COMMITTEE MEMBERS PRESENT
Tom Middleton, David Woodward, Christine Long, Shelley Taub, Jeff Matis, Hugh Crawford
and Helaine Zack
COMMITTEE MEMBERS ABSENT WITH NOTICE
Eileen Kowall and Nancy Quarles
OTHERS PRESENT
CIRCUIT COURT Dave Bilson, Deputy Court Administrator
John Cooperrider, Court Business Manager
COUNTY EXECUTIVE Matthew Gibb, Deputy County Execut ive
DISTRICT COURT – 52ND, Div. I Suzanne Garrett, Supervisor, Probation
DISTRICT COURT – 52ND, Div. II Alexandra Black, Court Administrator
DISTRICT COURT – 52ND, Div. III Brian Henderson, Court Administrator
DeAnne Bukari, Supervisor, Probation
DISTRICT COURT – 52ND, Div. IV Jill Palulian, Court Administrator
Patricia Bates, Supervisor
EQUALIZATION Dave Hieber, Manager
Shannon Moore, Technical Assistant
FACILITIES MANAGEMENT Art Holdsworth, Director
Ed Joss, Manager
HUMAN RESOURCES Jordie Kramer, Director
Heather Mason, Supervisor, Comp. & Class.
Hailey Seguin, Analyst
MANAGEMENT & BUDGET Laurie VanPelt, Director
FISCAL SERVICES Gaia Piir, Chief, Fiscal Services
Ebru Adoglu-Jones, Supervisor II
Holly Conforti, Chief
Terri Brockmiller, Financial Analyst
Michael Andrews, Financial Analyst
Leo Lease, Financial Analyst
PROSECUTOR’S OFFICE Emily McIntyre, Supervisor, Victim Rights
SHERIFF’S OFFICE Dale Cunningham, Busines s Manager
TREASURER’S OFFICE Andy Meisner, Treasurer
Ross Gavin, Deputy Treasurer
HAVEN Beth Morrison, CEO
THE OAKLAND PRESS Paul Kampe, Reporter
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
October 15, 2015
OTHERS PRESENT , cont’d.
BOARD OF COMMISSIONERS Jim VerPloeg, Administrative Director
Chris Ward, Senior Analyst
Julia Ruffin, Commissioner Liaison
Pamela Worthington, Committee Coordinator
PLEDGE OF ALLEGIANCE
Chairperson Middleton led the Pledge of Allegiance.
APPROVAL OF THE PREVIOUS MINUTES
Zack moved approval of the previous minutes of October 1, 2015, as printed. Supported by
Taub.
Motion carried on a voice vote.
PRESENTATION OF THE AGENDA
Agenda stands as presented.
PUBLIC COMMENT
None.
FY 2015/FY 2016/FY 2017 CONTINGENCY REPORT
There are no items on today’s agenda that affect the FY 2016 Contingency balance. The FY 2017
Contingency balance will be decreased by $5,000 , and the FY 2018 contingency balance will be
affected by $10,000 with the adoption of Item #5 on today’s agenda . The FY 2016 Classification
and Rate Change balance will be decreased by $4,033 with the adoption of Item #15 on today’s
agenda. The FY 2016 Grant Match balance will be decreased by $204,185 with the adoption of
Item #8 on today’s agenda. The FY 2016 General Fund Equity will be de creased by $15,233 with
the adoption of Item #1 on today’s agenda for Tri -Party funds.
Taub moved to receive and file the FY 2016 Contingency Report. Supported by Woodward.
Motion carried on a voice vote.
COMMUNICATIONS
A. Village of Holly Downtown Development Authority Annual Report 2014 – 2015
Long moved to receive and file the Communication Item. Supported by Woodward.
Motion carried on a voice vote.
FINANCE COMMITTEE MINUTES Page 3
October 15, 2015
CONSENT AGENDA
1. MR #15257– BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT
PROGRAM FISCAL YEAR 2015 APPROPRIATION – CHARTER TOWNSHIP OF WEST
BLOOMFIELD – BURTONWOOD DRIVE CULVERT REPAIRS – PROJECT NO. 53034
The resolution was introduced by Commissioner Gershenson to approve the release of Tri -Party
funds in the amount of $15,233 (Oakland County’s Third Share) for a project in the Charter
Township of West Bloomfield that consists of culvert repair work on Burtonwood Drive crossing the
Pebble Creek Tributary. Construction is expected to begin in the summer of 2016. A Cost
Participation Agreement is included.
Zack moved approval of th e attached suggested Fiscal Note. Supported by Long.
Motion carried unanimously on a roll call vote with Kowall and Quarles absent.
REGULAR AGENDA
2. MR #15250 – DEPARTMENT OF FACILITIES MANAGEMENT – RESOLUTION
AUTHORIZING THE LEASE CONTRACT WITH THE OAKLAND COUNTY BUILDING
AUTHORITY TO FINANCE A NEW ANIMAL SHELTER LOCATED IN OAKLAND COUNTY,
MICHIGAN
The Department of Facilities Management is seeking approval of a lease contract between the
Oakland County Building Authority and the County of Oa kland effective October 1, 2015, to
construct, furnish and equip a new animal shelter that will be located next to the Sheriff’s
Administration building on the County campus in Pontiac, Michigan. The estimated p roject cost is
$15,450,000, including $250,000 contingency. After the effective date of the lease the Building
Authority will proceed to authorize and issue one or more series of its building authority bonds in the
aggregate principal amount of not to exc eed $15,450,000. The term of the lease is not to exceed
fifty (50) years from the effective date of the lease or ending with the date the Bonds are retired,
whichever occurs first.
Mr. Axe explained that the Building Authority had approved this contract yesterday, and the Notice
of Intent had been published in th e newspaper on August 31, 2015. Since the 45-day referendum
period has expired, they can now go forward with the approval of the contract. Once the full Board
approves this contract, it is anticipated that the County will obtain ratings from both Moody and
Standard and Poor, of which Oakland County has a AAA bond rating, and a bond sale will occur on
November 17, 2015.
Commissioner Woodward asked whether or not the new facility will be Leader ship in Energy &
Environmental Design (LEED) certified. Mr. Holdsworth explained that there are several levels of
LEED certification, and the objective is to obtain LEED certification to the level within the
parameters allowed for this project, which he indicated would be 80% – 90% of the LEED
certification requirements . Mr. Joss indicated that money is already planned in the budget for this
project to be as energy efficient as possible. Mr. Woodward requested to obtain information prior to
the full Board meeting with regard to the return on investment for the construction of the new
administration building at the Oakland County Airport that was built to Gold Standard LEED
certification.
FINANCE COMMITTEE MINUTES Page 4
October 15, 2015
Zack moved approval of the attached suggested Fiscal Note. Supported by Taub.
Motion carried unanimously on a roll call vote with Woodward voting no, and Kowall and
Quarles absent.
3. 52/1 DISTRICT COURT (NOVI) – FY 2016 MICHIGAN DRUG COURT GRANT PROGRAM -
ACCEPTANCE
The State Court Administrative Office (SCAO) has a warded the 52nd District Court, Division I (Novi)
grant funding in the amount of $74,000 for the period of October 1, 2015 through September 30,
2016. The funds will be used as a continuation to cover the cost of salary and fringe benefits of one
(1) special revenue, (SR) full-time eligible (FTE) Probation Officer I position that monitors the Drug
Court caseload, travel and graduation supplies. There is no County grant match required for this
grant.
Long moved approval of the attached suggested Fisc al Note. Supported by Crawford.
Motion carried unanimously on a roll call vote with Kowall and Quarles absent.
4. 52/3 DISTRICT COURT/DIVISION (ROCHESTER HILLS) – FY 2016 MICHIGAN DRUG
COURT GRANT PROGRAM (MDCGP) - ACCEPTANCE
The State Court Administrative Office (SCAO) has awarded the 52 nd District Court, Division III
(Rochester Hills) $15,000 in grant funding for the period of October 1, 2015 through September 30,
2016. The grant will provide funding for drug testing, professional services, material and supplies
and travel. The total budget for this program is $33,404, which includes the $15,000 grant award
from the SCAO, $6,404 in General Fund support, $11,900 in participant support for drug testing and
a $100 donation of a graduation video. There is no County match required for this grant.
Matis moved approval of the attached suggested Fiscal Note. Supported by Taub.
Motion carried unanimously on a roll call vote.
5. MR #15252 – SHERIFF’S OFFICE – CONTRACT EXTENSION WITH HAVEN, INC. TO
PROVIDE SERVICES TO VICTIMS OF SEXUAL ASSAULT THROUGH THE SAFE
THERAPEUTIC ASSAULT RESPONSE TEAM (START) FY 2016 -2018
The resolution authorizes a three -year extension of the professional services contract with Haven,
which is funded through the Sheriff’s Office bu dget, to provide examinations, counseling services
and courtroom support for victims of sexual assault or rape through the START program. The
resolution authorizes increases in the contract amount per year, not to exceed $35,000 for the first
year, $40,000 for the second year and $45,000 for the third year. The contract period is from
October 1, 2015 through September 30, 2018, unless otherwise agreed to by the parties.
Ms. Morrison explained that the typical average of exams per year are about 190 – 200 exams per
year. In the spring of 2016, they will begin forensic exams for pediatrics, which will increase the
amount of exams per year. Currently the age for exams is from 12 years of age and up. Haven
currently has a site in Royal Oak that has one exa m room, and they will be opening up an additional
site in Pontiac with two exam rooms, making it easier for some ind ividuals to come in for an exam.
FINANCE COMMITTEE MINUTES Page 5
October 15, 2015
Zack moved approval of the attached suggested Fiscal Note. Supported by Long.
Woodward moved to add a new BE IT FURTHER RESOLVED paragraph to be inserted
after the 2nd BE IT FURTHER RESOLVED paragraph, as follows:
BE IT FURTHER RESOLVED that Section 2.1.1 of the Professional Services Contract be
amended to raise the amount paid per Complete Forensic E xam for Oakland County
residents from $200.00 to $225.00. Supported by Zack.
Mr. Cunningham explained that once the yearly amount is maxed out, the Sheriff’s Office stops
paying. Ms. Morrison indicated that if the amount of exams decreased, the increase in per exam
cost would cover the decrease. With the addition of pediatric exams that will occur in the Spring of
2016, Ms. Morrison indicated she does not know what the increase in exams will be. Commissioner
Zack requested that the Commissioners be notified by Mr. Cunningham if the reimbursement
amount to Haven were to be maxed out. Ms. Morrison indicated that the actual cost per exam is
$1,400, and they receive some funds from the State and Federal government, as well as some
donations that help with the cost of those exams.
Motion to amend carried on a roll call vote with Crawford voting no and Kowall and Quarles
absent.
Main motion, as amended, carried on a roll call vote with Crawford voting no and Kowall and
Quarles absent.
6. SHERIFF’S OFFICE – 2015 EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT
(JAG) PROGRAM – GRANT ACCEPTANCE
The U.S. Department of Justice, Office of Justice Programs has awarded Oakland County $68,282
in grant funding for the period of October 1, 2014 through September 30, 20 18. This is a formula
grant that is based on the number of violent crimes reported within the State, and the overall grant
funding has decreased by $90,049 from the previous year, which is a r esult of the County no longer
acting as fiduciary to the City of Pontiac for grant funding. There is no grant match required. Mr.
Cunningham indicated that funds from this grant will support the replacement cost of a robot that is
about 15 years old and is used to enter pot ential dangerous situations. Mr. Cunningha m explained
that the robot was damaged during a situation in West Bloomfield.
Taub moved approval of the attached suggested Fiscal Note. Supported by Matis.
Motion carried unanimously on a roll call vote with Kowall, Woodward and Quarles absent .
7. SHERIFF’S OFFICE – 2015 STATE CRIMINAL ALIEN ASSISTANCE PROGRAM (SCAAP )
REIMBURSEMENT GRANT ACCEPTANCE
The United States Department of Justice, Bureau of Justice Assistance , has awarded Oakland
County $27,218 in grant funding for the State Criminal Alie n Assistance Program (SCAAP). The
grant is a reimbursement for Corrections Officers’ salaries (based on a prescribed formula) for
officers directly involved in the care and maintenance of alien inmates housed in the Oakland
County Jail. The reimbursement period is July 1, 2013 through June 30, 2014. There is no County
match required for this grant.
FINANCE COMMITTEE MINUTES Page 6
October 15, 2015
Taub moved approval of the attached suggested Fiscal Note. Supported by Long.
Motion carried unanimously on a roll call vote with Kowall, Woodward and Q uarles absent.
8. SHERIFF’S OFFICE – FISCAL YEAR 2016 AUTOMOBILE THEFT PREVENTION
AUTHORITY (ATPA) GRANT ACCEPTANCE
The State of Michigan, Automobile Theft Prevention Authority (ATPA), has awarded $1,507,042 in
grant funding to the Oakland County Sheriff’s Office for the period of October 1, 2015 through
September 30, 2016. There is a required County match of $753,521, which includes the County
portion of Detroit’s award in the amount of $67,440. The grant supports the continuation of one
Special Revenue (SR) Sergeant position and five SR Deputy II positions in the Sheriff’s
Office/Investigative & Forensic Services/Special Teams Unit. The grant also supports the
continuation of one General Fund/General Purpose Deputy II position contracted by the City of
Pontiac in the Sheriff’s Office/Patrol Services/Pontiac Unit. In addition, the grant supports the
continuation of one SR Deputy II position in the Sheriff’s Office/Investigative & Forensic
Services/Special Services/Special Teams Unit that is continued by letter of agreement authorizing
the Sheriff’s Office to participate in the City of Detroit’s ATPA award.
Long moved approval of the attached suggested Fiscal Note. Supported by Zack.
Motion carried unanimously on a roll call vote with Kowall, Woodward and Quarles absent.
9. PROSECUTING ATTORNEY - FISCAL YEAR 2016 CRIME VICTIM RIGHTS GRANT
ACCEPTANCE
The State of Michigan, Department of Health and Human Services has awarded Oakland County a
Victim Rights Prosecutor grant in the amount of $228,700 for th e period of October 1, 2015 through
September 30, 2016. This is the 24 th year of grant funding for this program. There is no County
match required. The grant supports the salaries and partial fringe benefits for three General
Fund/General Purpose, full-time eligible, Victim Advocate positions and one GF/GP FTE Victim
Rights Supervisor position. Ms. McIntyre indicated that the State has allocated an additional award
of $4,800 for computers or other existing program expenditures that the County may utilize.
Zack moved approval of the attached suggested Fiscal Note. Supported by Taub.
Motion carried unanimously on a roll call vote with Kowall and Quarles absent.
10. CIRCUIT COURT – 2016 MICHIGAN DRUG COURT GRANT PROGRAM (JUVENILE DRUG
COURT) – GRANT ACCEPTANCE
The State Court Administrative Office (SCAO), Michigan Drug Court, has awarded the Oakland
County Circuit Court $43,000 in grant funding for the period of October 1, 2015 through September
30, 2016. The grant helps to fund the Juvenile Drug Court pr ogram. The resolution approves the
acceptance of the grant as well as the continuation of one Special Revenue (SR) full -time eligible
Youth and Caseworker II position and one SR FTE Youth and Caseworker I position. The total
program cost is $451,704, which includes Child Care funding of $405 ,704, General Fund operating
support of $3,000 and the $43,000 grant from the SCAO.
FINANCE COMMITTEE MINUTES Page 7
October 15, 2015
Taub moved approval of the attached suggested Fiscal Note. Supported by Matis.
Motion carried unanimously on a roll call vote w ith Kowall and Quarles absent.
11. CIRCUIT COURT – 2016 MICHIGAN DRUG COURT GRANT PROGRAM (ADULT
TREATMENT COURT) – GRANT ACCEPTANCE
The State Court Administrative Office (SCAO), Michigan Drug Court, has awarded the Oakland
County Circuit Court $47,000 in grant funding for the period of October 1, 2015 through September
30, 2016. The grant helps to fund the Adult Circuit Drug Court program. The resolution approves
the acceptance of the grant and a donation of $18,940 from the Restore Foundation. The total
program cost is $169,940, which includes $47,000 in grant funding, $80,000 in PA 511 Community
Corrections funding, a Restore Foundation donation of $18,940 and $24,000 in support from the
General Fund.
Zack moved approval of the attached suggested Fi scal Note. Supported by Matis.
Motion carried unanimously on a roll call vote with Kowall and Quarles absent.
12. CIRCUIT COURT – 2016 URBAN DRUG COURT INITIATIVE (UDCI) PROGRAM – GRANT
ACCEPTANCE
The State Court Administrative Office (SCAO) has awarded the Oakland County Circuit Court
$200,000 in grant funding for the period of October 1, 2015 through September 30, 2016. The grant
supports the Urban Drug Court Initiative (UDCI) program, which focuses on high -risk, high-need
offenders who have committed c riminal offenses within the City of Pontiac and who have been
diagnosed with a substance abuse disorder. The resolution approves the accep tance of the
$200,000 grant, continued support of one Special Revenue (SR) full -time eligible (FTE) Youth and
Family Caseworker Supervisor position and one SR part -time non-eligible (PTNE) Technical
Assistant position in the Circuit Court Civil/Criminal Division. There is no County match required.
The total program cost is $255,000, which includes $200,000 in grant fun ding and $55,000 in PA
511 Community Corrections funding.
Matis moved approval of the attached suggested Fiscal Note. Supported by Woodward.
Motion carried unanimously on a roll call vote with Kowall and Quarles absent.
13. CIRCUIT COURT – 2016 MICHIGAN MENTAL HEALTH DRUG COURT GRANT PROGRAM
(ADULT TREATMENT COURT) – GRANT ACCEPTANCE
The SCAO has awarded the Oakland County Circuit Court $60,000 in grant funding for the
Michigan Mental Health Court Grant Program for the period of October 1, 2015 thro ugh September
30, 2016. There is no required County match. This is the 8 th year of grant acceptance for this
program. The grant will support the Adult Treatment Court in treating offenders with co -occurring
disorders (mental health and substance abuse) and to purchase contractual services from
Community Mental Health in the form of a Court Liaison position which will serve and assist the
ATC team via assessments, court testimonies, consultations, progress updates, crisis intervention,
community referrals, coordinated care throughout Oakland County Community Mental Health
Authority’s (OCCMHA) network of Core Provider Agencies (CPA) and bridge the gaps between the
Court and Mental Health systems. A portion of the grant funds will be used to cover the cost of drug
FINANCE COMMITTEE MINUTES Page 8
October 15, 2015
screens and bus passes for clients.
Taub moved approval of the attached suggested Fiscal Note. Supported by Zack.
Motion carried unanimously on a roll call vote with Kowall and Quarles absent.
14. 52/4 DISTRICT COURT (TROY) – 2016 MICHIGAN DRUG CO URT GRANT PROGRAM –
ACCEPTANCE
The SCAO has awarded the 52nd District Court, Division IV grant funding in the amount of $70,000
for the period of October 1, 2015 through September 30, 2016. The grant will provide funding for
the continuation of one (1) s pecial revenue (SR) part-time non-eligible (PTNE) 500 hours per year
General Clerical position and one SR PTNE Probation Office I position in the Probation Unit. The
grant will also provide funding for drug and alcohol testing to monitor and ensure sobrie ty,
participant incentives, counseling services and Michigan Association of Drug Court Professionals’
(MADCP) conference expenses for ongoing education.
Matis moved approval of the attached suggested Fiscal Note. Supported by Crawford.
Motion carried unanimously on a roll call vote with Kowall and Quarles absent.
15. MR #15249 – HUMAN RESOURCES DEPARTMENT – SALARY ADMINISTRATION PLAN
4TH QUARTERLY REPORT FOR FY 2015
Ms. Mason presented the Salary Administration Plan 4 th Quarterly Report for FY 2015, which
recommends a change in title for one classification to better reflect the responsibilit ies of that
classification, a reclassification of one position within the Circuit Court and a new classification at a
higher salary grade. The budget will be amended as detailed in the Fiscal Note.
Taub moved approval of the attached suggested Fiscal Note. Supported by Matis.
Motion carried unanimously on a roll call vote with Kowall and Quarles absent.
16. DEPARTMENT OF MANAGEMENT AND BUDGET – 2015 APPORTIONMENT OF LOCAL
TAX RATES
Management and Budget is requesting adoption of the 2015 Apportionment of Local Tax Rate
certificates with the recommendations herein contained as part of the permanent record of the
Board. In addition, the Equalization Director is author ized to sign the several tax certificates on
which tax rate tabulations were based, thereby authorizing and directing the various assessing
officers to spread the rates against the taxable valuation set forth for 2015. A copy of the 2015
Apportionment of Local Tax Rates document was distributed. Mr. Hieber indicated that they will be
back in December to address any late elections. The attached comparison of tax rates from 2014
through 2015 reflects the County operating rate decrease from 4.19 in 2014 to 4.09 in 2015. Mr.
Hieber explained that some communities reflect a Headlee rollback and/or a unit decrease, which is
when a taxing jurisdiction chooses to lower its rate.
Taub moved approval of the attached suggested Resolution. Supported by Zack.
Motion carried unanimously on a roll call vote with Kowall and Quarles absent.
FINANCE COMMITTEE MINUTES Page 9
October 15, 2015
17. FACILITIES MANAGEMENT/BOARD OF COMMISSIONERS – AUTHORIZATION TO
PROCEED WITH REMODELING OF COMMITTEE ROOM A
The resolution authorizes the Board of Commissioners’ Committee Room A remodeling project.
The project consists of the purchase of a new conference table and chairs, new audio/visual
equipment with built-in table microphones, dual window blinds (partial + full light block), new drop
ceiling and lights and an LED flat screen television system. The estimated cost of the project is
$103,000, which includes $89,561 for construction and a contingency of $13,439. Mr. VerPloeg
explained that there is a 120 -day lead time for the construction of the new table, and installati on is
estimated to take about two weeks.
Taub moved approval of the attached suggested Resolution. Supported by Matis.
Matis moved to report with the following amendment:
Change the sixth WHEREAS paragraph, as follows:
WHEREAS the total proposed Committee Room A remodeling project cost will be $103,000,
$103,456 including $89,561 $90,341 for construction and $13,439 $13,115 for contingency.
Change the NOW THEREFORE BE IT RESOLVED paragraph , as follows:
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners
authorizes the Committee Room A remodeling project in the amount of $103,000 $103,456.
Change the BE IT FURTHER IT RESOLVED paragraph , as follows:
BE IT FURTHER RESOLVED that the Board of Commissioners authorizes the transfer of
funding in the amount of $103,000 $103,456 from the Capital Improvement
Program/Building Fund (#40100) to the Project Work Order Fund (#40400) to establish the
Committee Room A remodeling project (#100000002223) as detailed below:
BUILDING IMPROVEME NT FUND (#40100)
1040101-148020-788001-40400 Transfer Out ($103,000) ($103,456)
PROJECT WORK ORDER FUND (#40400)
1040101-148020-695500-40100 Transfer In $103,000 $103,456
0 0
Supported by Taub.
Motion to amend carried unanimously on a roll call vote with Kowall and Quarles absent.
Main motion, as amended, carried unanimously on a roll call vote with Kowall and Quarles absent.
FINANCE COMMITTEE MINUTES Page 10
October 15, 2015
OTHER BUSINESS/ADJOURNMENT
There being no other business to come before the committe e, the meeting was adjourned at 10:35
a.m.
______________________________________ _________________________________
Pamela L. Worthington, Committee Coordinator Jim VerPloeg, Administrative Director
NOTE: The foregoing minutes are subject to Committee approval.