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HomeMy WebLinkAboutMinutes - 2016.04.28 - 36976 April 28, 2016 Chairperson Middleton called the meeting of the Fina nce Committee to order at 9:03 a.m. in Committee Room A of the Commissioners' Auditorium Wing, County Service Center in Pontiac, Michigan. COMMITTEE MEMBERS PRESENT Thomas Middleton, Eileen Kowall, Christine Long, Shelley Goodman Taub, Wade Fleming, Hugh Crawford, Helaine Zack and Nancy Quarles COMMITTEE MEMBERS ABSENT WITH NOTICE David Woodward OTHERS PRESENT ANIMAL CONTROL Joanie Toole, Chief CENTRAL SERVICES/AVIATION Karl Randall, Manager CORPORATION COUNSEL Keith Lerminiaux, Corporation Counsel COUNTY EXECUTIVE Bob Daddow, Deputy County Executive Phil Bertolini, Deputy County Executive Pam Weipert, Compliance Officer, Compliance Scott Guzzy, Purchasing Administrator ECONOMIC DEVELOPMENT/COMM. AFFAIRS Irene Spanos, Director Bill Spanos, Student FACILITIES MANAGEMENT Art Holdsworth, Director FISCAL SERVICES Lynn Sonkiss, Manager Holly Conforti, Chief Carol Morin-Jablonski, Chief Ebru Adoglu-Jones, Supervisor II Autumn Jones, Student Cameron Jones, Student Terri Brockmiller, Financial Analyst Antonio Pisacreta, Financial Analyst Laura Huyghe, Accountant Michael Andrews, Financial Analyst Monica Tinsley, Financial Analyst Prentiss Malone, Jr., Financial Analyst Leo Lease, Financial Analyst HOMELAND SECURITY Ted Quisenberry, Manager HUMAN RESOURCES Jordie Kramer, Director Caroline Kramer, Student Lori Taylor, Deputy Director Heather Mason, Compensation & Class Supervisor Ashlyn Mason, Student Monica Buchholz, 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 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 April 28, 2016 OTHERS PRESENT, cont’d HUMAN RESOURCES, cont’d Hailey Seguin, Analyst INFORMATION TECHNOLOGY Stephen Murphy, Supervisor, Radio Communications Patricia Coates, Oakland County 911 Coord. MANAGEMENT AND BUDGET Laurie Van Pelt, Director MEDICAL EXAMINER Thom Hardesty, Administrator SHERIFF’S OFFICE Mike McCabe, Undersheriff Dale Cunningham, Business Manager Chris Wundrach, Captain Brent Miles, Lieutenant TREASURER’S OFFICE Ross Gavin, Deputy Treasurer WATER RESOURCES COMMISSIONER Jim Nash, Water Resources Commissioner Tim Prince, Manager Sherri Gee, Chief, Administration PLANTE MORAN Bill Brickey, Partner Tim St. Andrew, Auditor Amanda Konstandas, Auditor BOARD OF COMMISSIONERS Jim VerPloeg, Administrative Director Chris Ward, Senior Analyst Pamela Worthington, Committee Coordinator Nathan Worthington, Student PLEDGE OF ALLEGIANCE Chairperson Middleton led the Pledge of Allegiance. APPROVAL OF THE PREVIOUS MINUTES Taub moved approval of the previous minutes of April 14, 2016. Supported by Fleming. Motion carried on a voice vote. PRESENTATION OF THE AGENDA Crawford moved approval of the agenda, as presented . Supported by Zack. Motion carried on a voice vote. PUBLIC COMMENT Commissioner Middleton recognized Take Your Child to Work Day, and the students were introduced. FY 2015/FY 2016/FY 2017 CONTINGENCY REPORT There are no items on today’s agenda that affect the FY 2016 Contingency balance of $100,879. The FY 2016 General Fund Equity bala nce will be decreased by $584,940 with the approval of Items #1a, #1b, and #1c and #10 on the agenda. FINANCE COMMITTEE MINUTES Page 3 April 28, 2016 Taub moved to receive and file the FY 201 6 Contingency Report . Supported by Fleming. Motion carried on a voice vote. COMMUNICATIONS A. County Executive Compliance Office/Purchasing – Contract Exception Report for the April 28, 2016 Finance Committee Meeting B. Information Technology 2015/2016 Master Plan Quarterly Status Exe cutive Summary – FY 2016 2nd Quarter C. Economic Development Community Affairs Department – Community & Home Improvement Division – 2016 Annual Action Plan and Consolidated Grant Application to the U.S. Department of Housing and U rban Development for Community Development Block (CDBG), Home Investment Partnership Grant (HOME) and Emergency Solutions Grant (ESG) D. Sheriff’s Office – 2016 Bulletproof Vest Partnership (BVP) Program Grant Application E. Sheriff’s Office – 2016 State Criminal Alien Assistance Program (SCAAP) Grant Application F. Public Services Department – Animal Control and Pet Adoption Center – 2016 Two Seven Oh Inc. Grant Application G. CGAP Grant: Final Report from Inception to March 31, 2016, Quarterly Report for Period January 1, 2016 to March 31, 2016 H. Additional Water Resources Commissioner (WRC) Position Information Taub moved to receive and file the Communications. Supported by Kowall. Motion carried on a voice vote. CONSENT AGENDA 1. a. MR #16104 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2016 APPROPRIATION – CITY OF TROY – CONCRETE REPAIR/ASPHALT MILLING ON VARIOUS ROADS – PROJECT NO. 53191 The resolution was introduced by Commissioner s Gosselin, McGillivray and Fleming to approve the Tri-Party Road Improvement funding in the amount of $203,209, which is Oakland County’s one- third share, for a project in the City of Troy. The project consists of the concrete slab replacement and asphalt mill and fill work on various roads in the City. Construction is expected to begin this summer. b. MR #16105 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2016 APPROPRIATION – CITY OF ROCHESTER HILLS – RESURFACING AND INTERSECTION IMPROVEMENTS ON SOUTH BOULEVARD – PROJECT NO. 53171 The resolution was introduced by Commissioner s Kochenderfer and Gosselin to approve the Tri- Party Road Improvement funding in the amount of $162,068, which is Oakland County’s one -third share, for a project in the City of Rochester Hills . The project consists of the resurfacing and intersection improvements on South Boulevard from east of Livernois Road to east of Rochester Road. The work is expected to begin this summer. FINANCE COMMITTEE MINUTES Page 4 April 28, 2016 c. MR #16107 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2016 APP ROPRIATION – TOWNSHIP OF ADDISON – 2016 GRAVEL ROAD IMPROVEMENT PROGRAM – PROJECT NO. 53202 The resolution was introduced by Commissioner Spisz to approve the Tri -Party Road Improvement funding in the amount of $19,663, which is Oakland County’s one -third share, for a project in the Township of Addison. The project consists of the spreading of gravel and chloride on various roads within the Township. The work is expected to be complete this summer. Fleming moved approval of the attached suggested Fiscal Notes for the items on the Consent Agenda. Supported by Long. Motion carried unanimously on a roll call vote with Woodward and Quarles absent. 2. FY 2015 INDEPENDENT AUDIT PRESENTATION Bill Brickey and Tim St. Andrew presented the annual audit and report for the year ended September 30, 2015. Mr. Brickey indicated that there are three separate deliverables: financial statements, the Comprehensive Annual Financial Report (CAFR ), which is available on the County website, and the report to the Finance Co mmittee on the audit process. They also provided a graph presentation with a summary of the key financial information that is included in the year-end financial statement. In addition , Plante Moran will be conducting an audit on the County’s Federal awards also, which is about $60 million, and they anticipate completing that audit on June 30, 2016. Mr. Brickey stated that for the 25 th year in a row Oakland County will be receiving the Government Finance Officers’ Association financial award for excellence in financial reporting. Mr. St. Andrew gave some brief highlights of the graphs that reflect the property values in Oakland County, revenue, expenditures and other financial aspects that relate to Oakland County. The General Fund revenue was $396 million at the year ended September 30, 2015, which is consistent with the previous year. When comparing the ending fund balance from 2014 to 2015, there was an increase of $6,219. Taub moved to receive and file the Independent Auditor’s Report. Supporte d by Zack. Motion carried on a voice vote. 3. MR. #16099 – PROBATE COURT – REQUEST FOR APPROVAL OF CONTRACT WITH A FORMER COUNTY EMPLOYEE In accordance with the provisions of Miscellaneous Resolution #16099, the Probate Court is seeking approval of a contract with a former County employee, Don Slavin, for professional services for the period of April 1, 2016 through March 31, 2017, with a not -to-exceed amount of $1,000. Per the contract, there will be an option to extend for one year for the next four years, if both parties are satisfied with the arrangement. Taub moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote with Woodward absent. FINANCE COMMITTEE MINUTES Page 5 April 28, 2016 4. MR #16101 – SHERIFF’S OFFICE – CONTRACT AMENDMENT #1 FOR LAW ENFORCEMENT SERVICES FOR THE OAKLAND COUNTY PARKS & RECREATION COMMISSION 2016 The Sheriff’s Office is seeking approval of a contract amendment with the Oakland County Parks and Recreation Commission. As a result of the Sheriff ’s Office having difficulty with recruiting part - time deputies for Parks and other areas, the Sheriff’s Office is requesting to have 11 Park Deputy I positions upgraded from Park Deputy I to Park Deputy II. The Parks and Recreation Commission approved this proposed Amendment #1. Long moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote with Woodward absent. 5. TREASURER’S OFFICE – RESOLUTION TO BORROW AGAINST DELINQUENT 2015 REAL PROPERTY TAXES As of March 1, 2016, it was estimated that there was $70,000,000 in unpaid 2015 delinquent real property taxes. Mr. Meisner explained that they are proposing to go to the bond market for the sum of $25 million to assist in financing delinquent ta xes for 2015. They anticipate obtaining a low - interest bond for a short term. Fleming moved approval of the attached suggested Resolution. Supported by Quarles. Motion carried unanimously on a roll call vote with Woodward absent. 6. MR #16062 – WATER RESOURCES COMMISSIONER (WRC) – CREATE WRC BUSINESS SYSTEMS MANAGER AND SPECIAL PROJECTS MANAGER – WRC CLASSIFICATION AND POSITION CHANGES This item was postponed from the April 14, 2016 Finance Committee meeting in order to obtain more information about these positions. The Water Resources Commissioner is seeking approval of the creation of two new positions. The first position is a WRC Business Systems Manager, Salary Grade 16, overtime exempt position that will help the WRC with information technology software systems that takes a considerable amount of time to monitor, maintain and upgrade to be sure they have the most up to date upgrades to be sure it continues to work properly for the WRC. This person would be working with Information Technology fro m the WRC perspective. The second position is a Special Projects Manager position that is a direct result of the newly -formed Great Lakes Water Authority (GLWA). County Deputy Executive Bob Daddow prov ided information to Chairperson Middleton, which is Communication Item H on today’s agenda, expressing his support for these two positions. In relation to the Business Systems Manager, Mr. Daddow explained in Communication H that engineers are currently communicating with Information Technology about engi neering projects; however, they do not have expertise in the Information Technology field, and it is not an “optimal relationship.” He indicated that a stronger relationship would be one who has IT expertise with a WRC operating background. In relation to the Special Projects Manager, requirements have been added by the Environmental Protection Agency (EPA) as a result of the Flint matter for WRC personnel to collect data in a FINANCE COMMITTEE MINUTES Page 6 April 28, 2016 computer system about materials , such as lead and copper, in all homes and businesses. Communication H also includes various meetings that the Special Projects Manager will need to attend. Fleming moved approval of the attached suggested Fiscal Note. Supported by Kowall. Taub moved to amend the resolution by adding the fo llowing BE IT FURTHER RESOLVED paragraph: BE IT FURTHER RESOLVED that the vacant Manager WRC (6010101 -02260) and Chief Engineer WRC (6010117 -11443) positions shall be deleted effective October 1, 2016, unless the Water Resources Commissioner demonstrates the ongoing need for these positions by either filling or being in the process of filling these vacancies. Supported by Long. FINANCE COMMITTEE VOTE: AYES: Kowall, Long, Taub, Fleming, Middleton (5) NAYS: Crawford, Zack, Quarles (3) Motion carried on a roll call vote. Main motion, as amended, carried on a roll call vote with Quarles voting no and Woodward absent. 7. MR #16096 – DEPARTMENT OF CENTRAL SERVICES – OAKLAND/TROY AIRPORT – 2016 MDOT CONTRACT – OPERATION AND MAINTENANCE OF WEATHER OBSERVATION AND DATA DISSEMINATION SYSTEM The Department of Central Services is seeking approval of a contract between the Michigan Department of Transportation and the County of Oakland for the continued operation and maintenance of a Weather Observation and Data Dissemination System (SYSTEM) at the Oakland/Troy Airport in Troy, Michigan to enhance aviation safety and efficiency. Kowall moved approval of the attached suggested Fiscal Note. Supported by Long. Long moved to report to amend the resolution , as follows: 1. Add: WHEREAS the County will pay one hundred percent (100%) of the operational costs for electrical power usage and telephone lines and reimburse MDOT for 50% of the maintenance costs and system service charges incurred by MDOT; the Airport Fund will cover the costs required in the contract; and 2. Add: WHEREAS the contract will be in effect for three years beginning February 8, 2016. 3. Strike WHEREAS the attached contract has been approved in accordance with the County Executive’s review proces s: and 4. Strike the last WHEREAS paragraph: WHEREAS no application was requested from Oakland County; therefore, the application provisions of M.R. #13180, do not apply. FINANCE COMMITTEE MINUTES Page 7 April 28, 2016 5. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners approves the three-year contract between the Michigan Department of Transportation and the County of Oakland effective February 8, 2016. Motion to amend carried unanimously on a roll call vote with Woodward absent. Main motion, as amended, carried unanimously on a roll call vote with Woodward absent. 8. HEALTH AND HUMAN SERVICES – HOMELAND SECURITY DIVISION – 2015 – 2016 HAZARDOUS MATERIALS EMERGENCY PREPAREDNESS PLANNING PROGRAM (HMEP-PP) GRANT AGREEMENT The Homeland Security Division is seeking approval of the acce ptance of a grant in the amount of $13,500, which includes $10,800 from the Michigan Department of State Police, Emergency Management and Homeland Security Division and a requ ired 25% County in -kind match of $2,700. The grant period is from October 1, 201 5 through September 30, 2016. The grant funds will be used for hazardous materials emergency response plans in the community. The in -kind match will be met with part-time, non-eligible staff salary to support the Local Emergency Planning Committee planning effort. A corrected Fiscal Note was provided to be considered in place of the one in the meeting packet. Taub moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote with Woodward ab sent. 9. MR #16102 – PUBLIC SERVICES/MEDICAL EXAMINER OFFICE – POSITION CHANGES AND FEE REALLOCATION The Medical Examiner Office is seeking approval to eliminate the Chief Forensic Toxicologist position. This position has been vacant since April 2013 be cause of the inability to obtain qualified candidates. The Medical Examiner Office has since subcontracted consultative toxicology services with MNS Labs. In addition, the Medical Examiner Office is seeking approval to delete one General Fund/General Purpose funded part -time, non-eligible 1,000 hours Deputy Forensic Pathologist position and create one General Fund/General Purpose funded Full -Time Eligible Deputy Forensic Pathologist and one General Fund/General Purpose part -time non -eligible 1,000 hours per year medical Examiner Investigator position. Taub moved approval of the attached suggested Fiscal Note. Supported by Kowall. Motion carried unanimously on a roll call vote with Woodward and Zack absent. 10. MR #16097 – ECONOMIC DEVELOPMENT & COMMU NITY AFFAIRS – RENEWAL OF OAKLAND COUNTY MICROLOAN PROGRAM The Department of Economic Development & Community Affairs is seeking approval of the renewal of the Oakland County Microloan Program for FY 2016 , which was originally implemented in 2010 . An additional $200,000 will be invested into the Economic Development Corporation Special Revenue Fund to be leveraged by the Small Business Association (SBA) through the Center for Empowerment and Economic Development (CEED) to make $600,000 available for loans for FINANCE COMMITTEE MINUTES Page 8 April 28, 2016 eligible Oakland County small businesses. These businesses can also gain access to the County’s One Stop Shop Business Center resources and services and obtain business training. Zack moved approval of the attached suggested Fiscal Note. Supporte d by Fleming. Motion carried unanimously on a roll call vote with Woodward absent. 11. FACILITIES MANAGEMENT/FACILITIES MAINTENANCE & OPERATIONS – NORTH OAKLAND HEALTH CENTER CHILLER REPLACEMENT PROJECT The Department of Facilities Management is seeking ap proval to purchase a new chiller to replace the current 17 year-old chiller at the North Oakland Health Center , which has failed. The competitively selected contractor submitted a proposal to provide the new chiller. The estimated cost of the chiller is $57,500, which includes $6,000 for the installation cost. Taub moved approval of the attached suggested Resolution. Supported by Crawford. Motion carried unanimously on a roll call vote with Woodward absent. 12. DEPARTMENT OF INFORMATION TECHNOLOGY – SECOND QUARTER 2016 DEVELOPMENT APPROPRIATION TRANSFER The Department of Information Technology is requesting approval of the Second Quarter 2016 Appropriation Transfer for development charges during the second quarter, which the Department of Information Technology has determined to be $1,146,915.08 for the General Fund/General Purpose County departments. Direct charges to Special Revenue and Proprietary Fund departments are $478,214.78 and non-County agencies are $1 8,154.75 for the second quarter of 2016. The schedule provides detailed information of all charges to departments and non -County agencies from Information Technology. Taub moved approval of the attached suggested Resolution. Supported by Fleming. Motion carried unanimously on a roll call v ote with Woodward absent. CLOSED SESSION: CLAIMS COMMITTEE REVIEW Taub moved the meeting be closed for the purpose of discussing a legal matter. Supported by Fleming. Motion carried unanimously on a roll call vote with Woodward absent. The meeting was closed at 10:25 a.m. The meeting resumed in open session at 11:05 a.m. Fleming moved that Keith Lerminiaux be authorized to proceed in accordance with the directives set forth in the closed session. Supported by Taub. Motion carried on a roll call vote with Crawford voting no and Woodward absent. FINANCE COMMITTEE MINUTES Page 9 April 28, 2016 OTHER BUSINESS/ADJOURNMENT There being no other business to come before the Committee, the meeting was adjourned at 11:27 a.m. ______________________________________ _________________________________ Pamela L. Worthington, Committee Coordinator Jim VerPloeg, Administrative Director NOTE: The foregoing minutes are subject to Committee approval.