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HomeMy WebLinkAboutMinutes - 2015.11.05 - 36936 November 5, 2015 Chairperson Middleton called the meeting of the Fina nce Com mittee 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, David Woodward, Christine Long, Shelley Taub, Hugh Crawford, Helaine Zack and Nancy Quarles COMMITTEE MEMBERS ABSENT WITH NOTICE Jeff Matis OTHERS PRESENT CLERK/REGISTER OF DEEDS Ron Crank, Plat Engineer COUNTY EXECUTIVE Phil Bertolini, Deputy County Executive/CIO Matthew Gibb, Deputy County Executive Pam Weipert, Compliance Officer ECONOMIC DEVELOPMENT Irene Spanos, Director Dan Hunter, Deputy Director EQUALIZATION Dave Hieber, Equalization Officer FACILITIES MANAGEMENT Art Holdsworth, Director Ed Joss, Manager Jason Warner, Supervisor, Planning & Eng. FRIEND OF THE COURT Suzanne Hollyer, Director HEALTH & HUMAN SERVICES Jody Overall, Manager, Children’s Village HUMAN RESOURCES Lori Taylor, Deputy Director Sara Kohn, Analyst II Michelle Whistler, Intern INFORMATION TECHNOLOGY Ed Poisson, Director Janette McKenna, Chief MANAGEMENT & BUDGET Laurie VanPelt, Director FISCAL SERVICES Gaia Piir, Chief, Fiscal Services Holly Conforti, Chief, Fiscal Services Ebru Adoglu-Jones, Superv isor II Antonio Pisacreta, Financial Analyst Monica Tinsley, Financial Analyst PUBLIC SERVICES Mark Newman, Director SHERIFF’S OFFICE Dale Cunningham, Business Manager THE OAKLAND PRESS Paul Kampe, Reporter BOARD OF COMMISSIONERS Jim VerPloeg, Administrative Director Chris Ward, Senior Analyst Julia Ruffin, Commissioner Liaison 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 November 5, 2015 PLEDGE OF ALLEGIANCE Chairperson Middleton led the Pledge of Allegiance. APPROVAL OF THE PREVIOUS MINUTES Taub moved approval of the previous minutes of October 15, 2015, as printed. Supported by Quarles. Motion carried on a voice vote. PRESENTATION OF THE AGENDA Taub moved approval of the agenda as presented. Supported by Long. 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 2016 Contingency balance. The FY 2016 Grant Match balance will be decreased by $134,000 with the adoption of Item #2 on today’s agenda. The FY 2016 Security Reserve balance will be decreased by $1,387,170 with the adoption of Item #7 on today’s agenda. The FY 2015 General Fund Equity will be decreased by $27,350 with the adoption of Item #1 on today’s agenda for Tri-Party funds. Kowall moved to receive and file the FY 201 6 Contingency Report. Supported by Quarles. Motion carried on a voice vote. COMMUNICATIONS A. County Executive Compliance Office/Purchasing – Contract Exception Report for the November 5, 2015 Finance Committee Meeting B. Public Services Department – Animal Control Division – 2016 Animal Welfare Grant Application C. Clerk/Register of Deeds – 2016 Survey and Remonumentation Grant – Grant Application D. Health and Human Services – Health Division – 2015 Brighter Futures Grant Application E. Notice of Hearing: City of Auburn Hills – October 12, 2015 at 7:00 p.m. RE: Industrial Facilities Exemption Certificate for New Real Property and Personal Property for a Facility Located at 1160 Centre Rd., Auburn H ills, MI 48326 F. Notice of Hearing: City of Auburn Hills – October 12, 2015 at 7:00 p.m. RE: Industrial Facilities Exemption Certificate for New Real Property and Personal Property for a Facility Located at 1700 Atlantic Blvd., Auburn Hills, MI 48326 G. Notice of Hearing: City of Auburn Hills – October 12, 2015 at 7:00 p.m. RE: Industrial Facilities Exemption Certificate for New Real Property and Personal Property for a Facility Located at 1681 Harmon Rd., Auburn Hills, MI 48326 FINANCE COMMITTEE MINUTES Page 3 November 5, 2015 COMMUNICATIONS, cont’d. H. Notice of Hearing: Village of Beverly Hills – November 3, 2015 at 7:30 p.m. RE: Multipurpose Field Improvements at Detroit Country Day School Taub moved to receive and file the Communication s. Supported by Quarles. Motion carried on a voice vote. CONSENT AGENDA 1. MR #15272– BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2015 APPROPRIATION – CITY OF WALLED LAKE – RESURFACING OF MAPLE ROAD – PROJECT NO. 48701 The resolution was introduced by Commissioner Long to approve the release of Tri-Party funds in the amount of $27,350 (Oakland County’s Third Share) for a project in the City of Walled Lake that consists of the resurfacing of Maple Road from Pontiac Trail to Welch Road. Construction is expected to begin in the spring of 2016. A Cost Participation Agreement is included. Long moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote with Matis absent. REGULAR AGENDA 2. SHERIFF, PROSECUTING ATTORNEY – FISCAL YEAR 2016 OAKLAND COUNTY NARCOTICS ENFORCEMENT TEAM (NET) BYRNE GRANT ACCEPTANCE The Michigan State Police has awarded the Oakland County Sheriff and Prosecuting Attorney $134,000 in grant funding for the FY 2016 Narcotics Enforcement Team (NET) Byrne Grant Program for the period of October 1, 2015 through September 30, 2016. The funds will support the continuation of one Special Revenue (SR) Assistan t Prosecutor position in the Prosecutor’s Office , two SR Sergeant positions and one SR part -time non-eligible PTNE 1,000 hour/year Office Assistant II position in the Sheriff’s Office. The FY 2016 NET Byrne Grant Program is $405,210, which includes $134,000 in grant funding from the State, $137,210 from the Sheriff’s Office Law Enforcement Enhancement Fund and a voluntary County grant match of $134,000. Zack moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote with Matis absent. 3. SHERIFF’S OFFICE – FISCAL YEAR 2016 SECONDARY ROAD PATROL AND TR AFFIC ACCIDENT PREVENTION PROGRAM GRANT ACCEPTANCE The Michigan State Police Office of Highway Safety Planning has awarded the Oakland County Sheriff’s Office $786,687 in grant funding for the Secondary Road Patrol and Traffic Accident Prevention Program. This is the 37th year of grant award for this program. The grant continues funding for five (5) Special Revenue Deputy II positions and one Special Revenue full -time eligible FINANCE COMMITTEE MINUTES Page 4 November 5, 2015 Sergeant position in the Sheriff’s Office Traffic Unit/Patrol Services Divi sion. Zack moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote with Matis absent. 4. FRIEND OF THE COURT – FY 2016 ACCESS AND VISITATION GRANT ACCEPTANCE The State Court Administrative Office (SCAO) has awarded the Oakland County Friend of the Court $16,000 in grant funding for the FY 2016 Access and Visitation program for the period of October 1, 2015 through September 30, 2016. This is the 19th year of grant funding for this progra m. The grant funds are used for parenting services and housing. Commissioner Taub indicated that she knows someone who uses Friend of the Court services. Long moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote with Matis absent. 5. DEPARTMENT OF HEALTH AND HUMAN SERVICES CHILDREN’S VILLAGE DIVISION – 2015/2016 NATIONAL SCHOOL LUNCH PROGRAM GRANT ACCEPTANCE The Michigan Department of Education has awarded the Oakland County Childr en’s Village Division a reimbursement grant for meals and snacks that are provided to Children’s Village residents. The purpose for the program is to make nutritionally -balanced, low-cost meals, snacks and/or milk available to children statewide through t he completion of high school. Since this is a reimbursement grant, the amount of award is determined by the number of meals and snacks that the Children’s Village served through out the year; therefore, the amount of award for this year is unknown at this time. Last year the Children’s Village was reimbursed $317,060 for the school meal program. Kowall moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote with Matis absent. 6. DEPARTMENT OF HEALTH AND HUMAN SERVICES/HEALTH DIVISION – AMENDMENT #8 TO THE INTERLOCAL AGREEMENT BETWEEN THE COUNTY OF OAKLAND AND THE OAKLAND COUNTY COMMUNITY MENTAL HEALTH AUTHORITY The resolution approves an amendment to the interlocal agreement between Oakland County and the Oakland County Community Mental Health Authority (OCCMHA) to abruptly cancel Prior Authorization and Central Evaluation (PACE) services through the OCCMHA . Mr. Miller explained that PACE personnel had got wind of this through a website, and they were concerned about their jobs. There were 8 full-time positions and 1 part-time position. Mr. Miller indicated that many of the employees have scattered in the last two months, finding employment in other departments within the County or elsewhere. There are plans to try to bring back some retired staff on a part -time basis to fill the gaps in staff to continue PACE services through the County . Mr. Miller stated that the State FINANCE COMMITTEE MINUTES Page 5 November 5, 2015 of Michigan wants one access point, and that is why the County d eveloped the PACE resource center. Long moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote with Matis absent. 7. FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING – BUILDING SECURITY ENHANCEMENT PRIORITY 1 (PART 1 OF 3) PROJECT Mr. Holdsworth explained that about a year and a half ago the Sheriff’s Office did a very detailed review of all of the major campus and off -campus County buildings and prepared a long list of recommended security enhancements. Facilities Management broke them all down into four phases and prioritized them, and this resolution authorizes the first phase of security enhancements. Facilities Management is seeking approval of part 1 of the Priority 1 project to make security enhancements at the South Oakland Office Building, the Courthouse West Wing Extension (Corporation Counsel Office), consultant and pre-construction engineering and design services and the low-voltage items for various Priority 1 bu ildings. The total cost of security enhancements within Priority 1 is $1,387,170. Kowall moved approval of the attached suggested Resolution. Supported by Crawford. Motion carried unanimously on a roll call vote with Matis absent. KOWALL ASSUMED CHAIR AT 9:23 A.M. MIDDLETON REASSUMED CHAIR AT 9:24 A.M. 8. INFORMATION TECHNOLOGY AND FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING – INFORMATION TECHNOLOGY LECTURE HALL REMODELING PROJECT The resolution authorizes the Information Technology Pro ject in the amount of $119,146, which includes the transfer of funding from the Capital Improvement Program/Building Fund to the Project Work Order Fund in the amount of $119,146. The Information Technology Project consists of redesigning the lecture hall to make it more functional. Enhancements include creating a row down the center of seating, add ing electrical for the tables, replacing the seating and carpeting and repainting the walls. The total cost of this project is $119,146, which includes a cont ingency of $15,936. Crawford moved approval of the attached suggested Resolution. Supported by Taub. Motion carried unanimously on a roll call vote with Matis absent. 9. INFORMATION TECHNOLOGY – POSITION RECLASSIFICATION, RETITLE, TRANSFER & CREATION The resolution approves the creation of a new classification of Chief – Application Services, exempt from overtime, the retitling of the classifications of Chief – eGovernment and Chief – Land FINANCE COMMITTEE MINUTES Page 6 November 5, 2015 Management to the newly-created classification of Chief – Application Services, the creation of a new classification of IT Trainee, non -exempt from overtime, the retitling of the classification of Application Analyst Programmer Trainee to the newly -created classification of IT Trainee, the deletion of the chief – eGovernment, Chief – Land Management and Application Analyst Programmer Trainee positions, the downward reclassification of one Proprietary Revenue (PR) Full- Time Eligible Production Contro l Analyst at salary grade 7 to M aterials Management Clerk at salary grade 5, the transfer of one PR -funded Full-Time Eligible Production Control Analyst to the IT Administration Unit, the creation of one PR -Funded 630 hours per year Part -Time Non-Eligible IT Business Analyst position within the IT Administration Unit for FY 20 16, effective December 12, 2015 and an increase of the newly created PR -Funded Part-Time Non-Eligible IT Business Analyst position to 713 hours per year for FY 2016, effective October 1, 2016. Kowall moved approval of the attached suggested Resolution. Supported by Quarles. Motion carried unanimously on a roll call vote with Matis absent. 10. INFORMATION TECHNOLOGY – 2015/2016 MASTER PLAN QUARTERLY STATUS EXECUTIVE SUMMARY The Information Technology Master Plan Quarterly Status Executive Summary provid es an overview of the services and hours provided by IT during the 2015/2016 Master Plan period. Analysis for the fourth quarter of the 2015/2016 Master Plan shows that 71% of IT’s labor force was spent supporting and maintaining the County’s current syst ems, which includes Customer Support, Maintenance, Planned Maintenance and Upgrades, Team Management and Non -Project time. The remaining 29% of IT’s labor force was spent implementing systems requested by various County Divisions through the IT Leadership Group Process. There are a total of 249 Enhancement and New Development projects on the 2015/2016 Master Plan across the seven Leadership Groups. Of these projects, 61 are completed, 145 are in process and 43 are not started. As of September 25, 2015, 90,809 hours of IT labor have been expended on project -based work. Mr. Bertolini informed the Commissioners of the latest scams that hackers are attempting. They are sending e-mails to get people to give them access to their computers or credit card info rmation. For instance, e-mails could be sent telling you to click on a link in order to fix your computer, and once you give those credentials and credit card information, they could come back again and again. Mr. Bertolini advised that if there is work needed on your computer, to take it to a professional. He said if someone were being asked to provide credit card information, that it is a scam. Chairperson Middleton indicated that in the future he would like the Master Plan Quarterly Status Executive Summary to be moved to the Communications portion of the agenda. Kowall moved to receive and file the Information Technology 2015/2016 Master Plan Quarterly Status Executive Summary. Supported by Zack. Motion carried on a voice vote. 11. DEPARTMENT OF INFORMATION TECHNOLOGY – FOURTH QUARTER 2015 DEVELOPMENT APPROPRIATION TRANSFER The Department of Information Technology is requesting approval of the Fourth Quarter 2015 Appropriation Transfer for development charges during the fourth quarter, which the Department of Information Technology has determined to be $946,133.43 for the General Fund/General Purpose FINANCE COMMITTEE MINUTES Page 7 November 5, 2015 County departments. Direct charges to Special Revenue and Proprietary Fund departments are $521,333.47 and non-County agencies are $1 7,184.00 for the fourth quarter of 2015. The schedule provides detailed information of all charges to departme nts and non -County agencies from Information Technology. Mr. Bertolini explained that Oakland County Information Technology maintains some records on behalf of non-County agencies, and they are billed by the County for those services. Taub moved approval of the attached suggested Resolution. Supported by Kowall. Motion carried unanimously on a roll call vote with Matis absent. 12. BOARD OF COMMISSIONERS – PROPOSED CITY OF BIRMINGHAM CORRIDOR IMPROVEMENT AUTHORITY TAX CAPTURE The City of Birmingham held a public hearing to present its proposed Corrid or Improvement Authority (CIA) Development and Tax Increment Financing Plan (TIF Plan). Pursuant to MR #15090 the Oakland County Board of Commissioners exempted its taxes from capture by the Birmingham Corridor Improvement Authority on April 2, 2015. On October 15, 2015, the City of Birmingham appeared before the TIF Review Committee to present the proposed plan . The TIF Committee recommends that the County, through its Corporation Counsel, attempts to negotiate a contract consistent with the CIA’s presentation to the TIF Review Committee. If a contract is successfully negotiated, the County may revise its deci sion to exempt its taxes from capture by the CIA. If the County decides to opt in, it would be a 25 -year capture at 75% for an area east of Woodward and south of Maple (50 acres). The plan consists of the addition of two parking decks, one on the north s ide and one on the south side that will provide 1,400 parking spaces and will support significant development in that area. Taub moved approval of the attached suggested Resolution. Supported by Kowall. Motion carried unanimously on a roll call vote with Matis absent. 13. FACILITIES MANAGEMEN T/FACILITIES MANAGEMENT ADMINISTRATION – RESOLUTION ASSIGNING ALL OF OAKLAND COUNTY’S QUALIFIED ENERGY CONSERVATION BONDS ALLOCATION TO THE STATE OF MICHIGAN The resolution authorizes the Chairperson of the Oakl and County Board of Commissioners to sign the attached Qualified Energy Conservation Bond (QECB) Waiver Form to assign Oakland County’s QECB allocation, which is $12,415,518, to the State of Michigan. Mr. Holdsworth explained that back in 2010, the County was notified by the State of Michigan that they had allocated $12 million of QECB Bonds (Energy Conservation Bonds) for Michigan communities . If used, the County would have to repay the bonds at a discounted rate to perform energy conservation projects that saves 20% of the energy cost of whatever was replaced. The State of Michigan received $100 million from the Federal government in allocation for these bonds, and only 1/3 of the Michigan communities have made use of them. The County has to respond by November 20, 2015 regarding the County’s decision whether or not to utilize the QECB bonds . Mr. Holdsworth pointed out that the QECB bonds originally qualified for a 70% tax credit rate, but that credit rate has been reduced to 64% based on information ob tained through the Federal TreasuryDirect website. Kowall moved approval of the attached suggested Resolution. Supported by Crawford. Zack moved to postpone consideration o f this resolution at this time to have a Finance FINANCE COMMITTEE MINUTES Page 8 November 5, 2015 Committee meeting scheduled before the full Board meeting on November 12, 2015, to consider this resolution. Supported by Woodward. FINANCE COMMITTEE VOTE: AYES: Woodward, Zack, Quarles (3) NAYS: Kowall, Long, Taub, Middleton (4) ABSENT: Matis and Crawford Motion to postpone failed. Main motion carried on a roll call vote with Woodward, Zack and Quarles dissenting and Matis and Crawford absent. Commissioner Woodward requested that all Commissioners send correspondence to the communities in their districts to determine if there is any interest in utilizing these QECB bonds. Chairperson Middleton requested that Commissioner Woodward send an e -mail to all Commissioners with his request. OTHER BUSINESS/ADJOURNMENT Ms. Sonkiss gave a brief update about the year -end report for FY 2015, which will be presented at the next Finance Committee meeting. The books have officially been closed as of October 30, 2015. There was $6.2 million added to the General Fund balance, bringing it to $260 million. The amount of the increase has decline d over the years. The year -end report will include a list of assignments. 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.