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HomeMy WebLinkAboutMinutes - 2016.02.11 - 36957 February 11 , 2016 Chairperson Middleton called the meeting of the Fina nce Committee to orde r at 9:05 a.m. in Committee Room A of the Commissioners' Auditorium Wing, County Service Center in Pontiac, Michigan. COMMITTEE MEMBERS PRESENT Thomas Middleton, Eileen Kowall, David Woodward, Shelley Goodman Taub, Wade Fleming, Hugh Crawford, Helaine Zack COMMITTEE MEMBERS ABSENT WITH NOTICE Christine Long and Nancy Quarles OTHERS PRESENT CIRCUIT COURT Suzanne Hollyer, FOC Director COUNTY EXECUTIVE Scott Guzzy, Purchasing Administrator ECONOMIC DEVELOPMENT/COMM. AFFAIRS Irene Spanos, Directo r FACILITIES MANAGEMENT Joseph Murphy, Manager FISCAL SERVICES Lynn Sonkiss, Manager Gaia Piir, Chief, Fiscal Services Ebru Adoglu-Jones, Supervisor II Katie West, Grant Coordinator Antonio Pisacreta, Financial Analyst Kim Elgrably, Analyst HUMAN RESOURCES Monica Buchholz, Analyst Hailey Seguin, Analyst MANAGEMENT AND BUDGET Laurie Van Pelt, Director PARKS AND RECREATION Dan Stencil, Executive Officer Mike Donnellon, Chief, Park Fac. Maint. & Devel. PROBATE COURT John Cooperrider, Business Manager SHERIFF’S OFFICE Mike McCabe, Undersheriff TREASURER’S OFFICE Ross Gavin, Deputy Treasurer BOARD OF COMMISSIONERS Jim VerPloeg, Administrative Director Chris Ward, Senior Analyst Connie Srogi, Analyst Pamela Worthington, Committee Coordinator PLEDGE OF ALLEGIANCE Chairperson Middleton led the Pledge of Allegiance. 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 Wade Fleming Hugh Crawford Helaine Zack Nancy Quarles TOM MIDDLETON Chairperson EILEEN KOWALL Vice Chairperson DAVID WOODWARD Minority Vice Chairperson FINANCE COMMITTEE MINUTES Page 2 February 11, 2016 APPROVAL OF THE PREVIOUS MINUTES Crawford moved approval of the previous minutes of January 28, 2016. Supported by Zack. Motion carried on a voice vote. PRESENTATION OF THE AGENDA The agenda was amended to remove Item #9, MR #16011 – Board of Commissioners – Partnership with Oakland Schools and Defeat the Label to Provide Anti -Bullying Training for Middle Sc hool Students. Taub moved to approve the agenda, as amended. Supported by Fleming. 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 Gener al Contingency balance of $139,757. The FY 2016 Capital Outlay balance will be decreased by $28,373 with the approval of chair replacements in Facilities Planning & Engineering, 52 -2 District Court and the Prosecuting Attorney’s Office . The FY 2016 General Fund Equity reflects a decrease of $30,000 for Item #9, but since that item was removed from the agenda, that amount will be taken off of the Contingency Report. Taub moved to receive and file the FY 2016 Contingency Report . Supported by Crawford. Motion carried on a voice vote. COMMUNICATIONS A. County Executive Compliance Office/Purchasing – Contract Exception Report for the February 11, 2016 Finance Committee Meeting B. Sheriff’s Office – 2016 Marine Safety Program Grant Application C. CLEMIS Funds – Financial Statements and Schedules for the Year Ended September 30, 2015 Kowall moved to receive and file the Communication s. Supported by Fleming. Motion carried on a voice vote. FINANCE COMMITTEE MINUTES Page 3 February 11, 2016 REGULAR AGENDA 1. CIRCUIT COURT – 2016 COURT IMPROVEMENT PROGRAM (CIP) DATA GRANT – GRANT ACCEPTANCE The Circuit Court is seeking acceptance of a grant from the State Court Administrative Office (SCAO) – Child Welfare Services Division, Court Improvement Program (CIP) in the amount of $38,186.78 for the period of Oc tober 1, 2015 through September 30, 2016. The Circuit Court intends to use these grant funds to purchase high -speed scanners, two imprinters and the first year of maintenance for the equipment. The equipment will allow the Circuit Court to do imaging of confidential documents in the juvenile and adoption areas. The total program funding is $91,866.78, which includes $38,186.78 in grant funding and $53,680 of in -kind service hours from Information Technology, which covers the $25,620 grant match requireme nt. Taub moved approval of the attached suggested Fiscal Note. Supported by Woodward. Motion carried unanimously on a roll call vote with Long and Quarles absent . 2. CIRCUIT COURT/FRIEND OF THE COURT – POSITION RECLASSIFICATIONS, CREATE NEW CLASSIFICATION AND POSITION CREATIONS Ms. Hollyer explained that for years the Oakland County Friend of the Court (OCFOC) has been collecting funds to reimburse the State for medical expenses. The State has never compensated the OCFOC for this. About a year ago someone at the State Court A dministrative Office (SCAO) found a regulation within the Department of Community Health Regulations that stated that the State is required to give 15% to the agency that collects for them. As a result, the program leadership group for the OCFOC negotiated with the Michigan Department of Health and Human Services, who agreed to pay the OCFOC retroactively three years , and to continue paying for these collections on a regular basis. The OCFOC would like to use these funds to buy some computers that they need, to upgrade four (4) clerical positions so that they can do higher-level work, and to create two (2) positions, one of which will allow the FOC to bring the workforce development position, which is currently provided by Troy Sch ools and reimbursed through Oakland County’s Workforce Development Division, in -house. Zack moved approval of the attached suggested Fiscal Note. Supported by Fleming. Motion carried unanimously on a roll call vote with Long and Quarles absent. 3. MR #16025 - SHERIFF’S OFFICE – CONTRACT AMENDMENT #1 FOR LAW ENFORCEMENT SERVICES IN THE CHARTER TOWNSHIP OF BRANDON 2016 The Sheriff’s Office is seeking approval to amend the contract with the Charter Township of Brandon to upgrade one Patrol Inve stigator position to Lieutenant so that they have proper supervision at the Brandon Township substation. Taub moved approval of the attached suggested Fiscal Note. Supported by Kowall. Motion carried unanimously on a roll call vote with Long and Quarles abs ent. FINANCE COMMITTEE MINUTES Page 4 February 11, 2016 4. MR #16026 - SHERIFF’S OFFICE – PAINT CREEK TRAILWAYS CONTRACT FOR LAW ENFORCEMENT SERVICES FOR THE 2016 SEASON The Paint Creek Trailways Commission has requested to extend the contract between the Oakland County Sheriff’s Office and the Paint Cr eek Trailways Commission for mounted deputy services for the 2016 season. The resolution authorizes the extension of the contract for two General Fund/General Purpose (GF/GP) Part -Time Non-Eligible (PTNE) Mounted Deputies at 1,150 hours each per year and one GF/GP PTNE Mounted Deputy at 1,200 hours per year. The total authorized hours for all three positions reflects the additional 500 hours added per MR #06129. Fleming moved approval of the attached suggested Fiscal Note. Supported byTaub. Motion carried unanimously on a roll call vote with Long and Quarles absent. 5. MR #16027 - SHERIFF’S OFFICE – TRANSFER OF OWNERSHIP AND RELEASE OF CLAIMS AGREEMENT FOR K -9 DOG (NUKE) The Sheriff’s Office is seeking approval of the transfer of ownership of Nuke to Deputy Harvey Wilson per the Transfer of Ownership and Release of Claims Agreement for the sum of $1.00. Kowall moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote with Long and Quarles absent. 6. MR #16022 – PARKS AND RECREATION – ACQUISITION OF A 40.2 ACRE PARCEL LOCATED AT 8545 HIGHLAND ROAD IN WHITE LAKE , MICHIGAN FROM THE GIRLS SCOUTS OF SOUTHEASTERN MICHIGAN FOR THE EXPANSION OF WHITE LAKE OAKS COUNTY PARK The Parks and Recreation Commission is seeking approval of a purchase agreement between Girl Scouts of Southeastern Michigan and the County of Oakland to acquired 40.2 acres of property at 8545 Highland Road in White Lake, Michigan. The property is owned by the Girl Scouts of Southeastern Michigan and is adjacent to White Lake Oaks County Park . This acquisition will allow the Parks and Recreation Commission to expand the White Lake Oaks County Park. The Girl Scouts of Southeastern Michigan has agreed to sell the property for $1.00. The Parks and Recreation Commission will be responsible for closing costs, about $25,000, which is available from the Parks and Recreation Acquisition Fund. Mr. Stencil indicated that there are some existing trails that the Parks and Recreation Co mmission would like to enhance with the boardwalk that they have built, which is about a mile long, to provide access to wetland areas that previously have not been available. There will also be an opportunity to gain access to the Huron River for the kay akers. The Parks and Recreation Commission plans on adding fencing for property delineation, which will cost about $16,000. Commissioner Zack inquired about whether there would be any ongoing maintenance costs for this property. Mr. Stencil explained that from a natural resources standpoint there may be some prescribed burns every other year for control of phragmi tes, loosestrife and other invasive species. Additional capital costs would be needed for a boardwalk and additional trails, but funds are available, and they would be used on a priority basis. Commissioner Zack indicated that she supports the parks, but she ha s concerns about whether the County is disproportionately investing in the north or west end of the County versus where people live in the south end of the County. Mr. Stencil explained that this is a regional park system that is available to all residents of Oakland County. Commissioner Crawford suggested that the County include a “Right of First Refusal” clause in the contract for the adjacent property that the Girl Scouts of FINANCE COMMITTEE MINUTES Page 5 February 11, 2016 Southeastern Michigan is retaining to provide the County an opportunity to purchase that property as well in the case that they decide to sell it in the future. Kowall moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote with Long and Quarles absent . 7. MR #16023 – FACILITIES MANAGEMENT DEPARTMENT/FACILITIES MAINTENANCE & OPERATIONS DIVISION – DOWNWARD RECLASSIFICATION AND CREATION OF POSITIONS The Facilities Maintenance & Operations Division is seeking approval for a downward reclassification of one PR funded full-time eligible (FTE) Chief – Landscape Services position from a Salary Grade 16 to a Salary Grade 14 on the Salary Administratio n Plan, and the creation of two PR funded Part-Time Non -Eligible 1,000 hours per year General Helper positions in the Facilities Maintenance & Operations Division/Grounds Maintenance Unit. Position changes result in a net increase of $9,374 to the FY 2016 budget, $8,861 to the FY 2017 budget and $8,237 to the FY 2018 budget. Kowall moved approval of the attached suggested Fiscal Note. Supported by Fleming. Motion carried unanimously on a roll call vote with Long and Quarles absent. 8. DEPARTMENT OF HEALTH AND HUMAN SERVICES/HEALTH DIVISIO N – DELTA DENTAL FOUNDATION 2015 BRIGHTER FUTURES GRANT ACCEPTANCE The Delta Dental Foundation has awarded the Oakland County Health Division $3,000 in grant funding to be used to develop and implement an educational ca mpaign focused on the link between overall physical health and oral health along with the importance of children seeing a dentist on a regular basis. Woodward moved approval of the attached suggested Fiscal Note. Supported by Kowall. Motion carried unanimously on a roll call vote with Long and Quarles absent. 10. MANAGEMENT AND BUDGET – ESTABLISH THE OAKLAND COUNTY FISCAL OFFICER AS LEGAL AUTHORITY TO SUBMIT GRANT FINANCIAL REPORTS AND REIMBURSEMENT REQUESTS The “Uniform Administrative Requirements, Cost Principles & Audit Requirements for Federal Awards”, referred to as the Uniform Grant Guidance (UGG), was released by the White House Office of Management & Bud get (OMB) on December 26, 2014. The UGG requires new certification to assure that expenditures are proper and in accordance with the terms and conditions of the federal awards. Approved project budgets, annual and final fiscal reports or vouchers requesting payment under the agreements must include a certification signed by an official who is authorized to legally bind the non-Federal entity (2CFR 200.415). The resolution assigns the Fiscal Officer of Oakland County, Laurie Van Pelt, as the authorized official for grant fiscal reports and requests for drawdowns of grant funds. After approval by t he Board the Fiscal Officer and the Chairperson of the Board of Commissioners will sign an authorization form assigning specific employees to submit fiscal reports or reimbursement requests that include the required certification language. The signed authorization form and backup information will be kept with the grant FINANCE COMMITTEE MINUTES Page 6 February 11, 2016 financial files, and will be available upon request. Ms. West indicated that this procedure will not change the current process of submitting the financial documents. This resolution puts Oakland County in compliance with the new requirement. Corporation Counsel was involved in the development of the authorization form, which is Attachment A. Commissioner Taub suggested that the grant procedures be amended to reflect a reference to this c hange. Taub moved approval of the attached suggested resolution. Supported by Zack. Motion carried unanimously on a roll call vote with Long and Quarles absent. OTHER BUSINESS/ADJOURNMENT There being no other business to come before the commi ttee, the meeting was adjourned at 9:43 a.m. ______________________________________ _________________________________ Pamela L. Worthington, Committee Coordinator Jim VerPloeg, Administrative Director NOTE: The foregoing minutes are subject to Committee approval.