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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.