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HomeMy WebLinkAboutMinutes - 2016.05.12 - 36981 May 12, 2016 Chairperson Middleton called the meeting of the Fina nce Committee 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 Thomas Middleton, David Woodward, Ch ristine Long, Shelley Goodman Taub, Wade Fleming, Hugh Crawford, Helaine Zack and Nancy Quarles COMMITTEE MEMBERS ABSENT WITH NOTICE Eileen Kowall OTHERS PRESENT COUNTY EXECUTIVE Bob Daddow, Deputy County Executive Phil Bertolini, Deputy County Executive Scott Guzzy, Purchasing Administrator FACILITIES MANAGEMENT Art Holdsworth, Director FACILITIES PLANNING & ENGINEERING Paul Zachos, Property Manager Jason Warner, Supervisor FISCAL SERVICES Lynn Sonkiss, Manager Holly Conforti, Chief Ebru Adoglu-Jones, Supervisor II Terri Brockmiller, Financial Analyst Michael Andrews, Financial Analyst Leo Lease, Financial Analyst HEALTH AND HUMAN SERVICES George Miller, Director HUMAN RESOURCES Jordie Kramer, Director Lori Taylor, Deputy Director INFORMATION TECHNOLOGY Ed Poisson, Director Steve Murphy, Supervisor, Radio Communications MANAGEMENT AND BUDGET Laurie Van Pelt, Director PARKS AND RECREATION COMMISSION Dan Stencil, Executive Officer PUBLIC SERVICES Mark Newman, Director SHERIFF’S OFFICE Mike McCabe, Undersheriff Dale Cunningham, Business Manager Amanda Andrews, Community Liaison WATER RESOURCES COMMISSIONER Jim Nash, Water Resources Commissioner Phillip Sanzica, Chief Deputy John Basch, WRC Senior Attorney Steve Korth, Manager Sherri Gee, Chief, Administration BOARD OF COMMISSIONERS Marcia Gershenson, Commissioner, District #13 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 May 12, 2016 OTHERS PRESENT, CONT’D. BOARD OF COMMISSIONERS, cont’d 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. APPROVAL OF THE PREVIOUS MINUTES Fleming moved approval of the previous minutes of April 28, 2016 and May 5, 2016 . Supported by Long. Motion carried on a voice vote. PRESENTATION OF THE AGENDA Chairperson Middleton indicated that Item #13, “MR #16125 - Board of Commissioners – Funding of Lock-It-Up Oakland Campaign to Promote Safe Storage of Firearms” would be moved up to the top of the regular agenda. Taub moved approval of 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 Contingency balance of $100,879. The FY 2016 General Fund Equity bala nce will be decreased by $32,924 with the approval of Items #1 on the agenda for Tri-Party funds and $5,000 with the adoption of #13 for the Lock-it-Up Oakland Campaign. The West Nile Distribution Balances are also included in the Contingency Report. In relation to the West Nile prevention measures, Commissioner Long asked Mr. Miller whether it includes preventative measures for the Zika mosquit o. Mr. Miller indicated that the Zika mosquito has not been found in Michigan yet, but it has been located in Central Ohio. Oakland County Health and Human Services will be setting traps soon; however, it is a challenge because the traps need to be on the ground, and there is more of a risk of them being disturbed. He stated that everybody needs to either wear long sleeves and pants when outdoors or use a repell ent with DEET to avoid being bitten by mosquitoes. Taub moved to receive and file the FY 2016 Contingency Report . Supported by Long. Motion carried on a voice vote. FINANCE COMMITTEE MINUTES Page 3 May 12, 2016 COMMUNICATIONS A. County Executive Compliance Office/Purchasing – Contract Exception Report for the May 12, 2016 Finance Committee Meeting B. Governing Magazine: Tech Talk Ar ticle: CIOs Fear Mass Exodus of Government IT Workers C. Health and Human Services/Health Division – FY 2017 Michigan Fitness Foundation SNAP - Ed Programming – Application D. Memo: Termination of County Provided Email Services to Local Communities Long moved to receive and file the Communications. Supported by Fleming. Motion carried on a voice vote. CONSENT AGENDA 1. MR #16126 - BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2016 APPROPRIATION – CHARTER TOWNSHIP OF SPRINGFIELD – ASPHALT MILL AND FILL ON DAVISBURG ROAD – PROJECT NO. 53261 The resolution was introduced by Commissioner Hoffman to approve the Tri-Party Road Improvement funding in the amount of $32,924, which is Oakland County’s one -third share, for a project in the Charter Township of Springfield. The funds will be used for a project that consists of an asphalt mill and fill project on Davisburg Road from the West Township Line to Dixie Highway. Construction is expected to be completed this fall. Taub moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote with Kowall absent . REGULAR AGENDA 13. MR #16125 – BOARD OF COMMISSIONERS – FUNDING OF LOCK-IT-UP OAKLAND CAMPAIGN TO PROMOTE SAFE STORAGE OF FIREARMS Commissioner Gershenson indicated that this initiative began when the Sand y Hook murders occurred, and that Commissioners Gershenson and Dwyer wanted to investigate what steps could be taken in Oakland County for gun safety. As a result, Commissioner Dwye r had chaired the Public Services Committee meetings to hear from some panels where representatives from the Federal Government, local law enforcement and local schools met to discuss safety issues in Oakland County. As a result, three Public Mental Health Service Announcements were developed with Diana Lewis: one about signs of mental illness, one about ratings on violent video games and one about gun safety locks. Commissioner Spisz will be leading an event next month to provide free gun locks to the co mmunities through local law enforcement agencies. The resolution was introduced by Commissioners Dwyer, Gershenson and Jackson to authorize $5,000 to be used for promotional materials for establishing a “LOK-IT-UP Oakland” program. This program w ill be in partnership with law enforcement agencies and retailers to promote safe and secure firearms storage practices. Commissioner Gershenson indicated that brochures would be handed out through the Clerk’s Office when individuals apply for Concealed Pistol License (CPLs) renewals and applications. Commissioner Taub suggested that the printed materials and videos that are developed include a statement that this is a project sponsored by the Oakland County Board of FINANCE COMMITTEE MINUTES Page 4 May 12, 2016 Commissioners and Sheriff Michael Bouchard. Zack moved approval of the attached suggested Fiscal Note. Supported by Fleming. Motion carried unanimously on a roll call vote with Kowall absent . 2. MR #16119 – SHERIFF’S OFFICE – CONTRACT AMENDMENT #1 FOR LAW ENFORCEMENT SERVICES IN THE TOWNSH IP OF ADDISON 2016 The Sheriff’s Office is seeking an amendment #1 of the law enforcement services contract between Oakland County and the Township of Addison to change one Deputy II from a fill-in contract to a no- fill contract. Therefore, one General Fund/General Purpose, full-time eligible Deputy II (no-fill) position will be created in the Sheriff’s Office Patrol Services Division . The effective date of the contract is June 4, 2016. Taub moved approval of the attached suggested Fiscal Note. Suppor ted by Fleming. Motion carried unanimously on a roll call vote with Kowall absent. 3. MR #16120 – SHERIFF’S OFFICE – CONTRACT AMENDMENT #1 FOR LAW ENFORCEMENT SERVICES IN THE CHARTER TOWNSHIP OF ORION 2016 The Sheriff’s Office is seeking an amendment #1 o f the law enforcement services contract between Oakland County and the Charter Township of Orion to add one General Fund/General Purpose full - time eligible Sergeant position so that there will be a Sergeant on all three shifts for adequate supervision. The effective date of the contract is May 21, 2016. Taub moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote with Kowall absent . 4. MR #16121 – SHERIFF’S OFFICE – AUTHORIZATION FOR SALE OF RECOVERED AND STOLEN PROPERTY IN SPRING AUCTION The Sheriff’s Office is seeking authorization, per Act 54 of the Public Act of 1959, for the disposal of recovered and stolen property at the annual Spring Auction, which is conducted by the Departme nt of Central Services. Zack moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote with Kowall absent. 5. MR #16122 – SHERIFF’S OFFICE – CONTRACT FOR AUXILIARY DEPUTY SERVICES IN THE CITY OF ORCHARD LAKE VILLAGE 2016 The City of Orchard Lake Village has requested that the Oakland County Sheriff provide patrol services for special events for 2016. The resolution approves the contract between The County of Oakland and the City of Orchard Lake Village for the period of May 21, 2016 – December 31, 2016. One General Fund/General Purpose part -time, non-eligible 240 hours/yr . Mounted Deputy position will be continued in the Sheriff’s Office/Patrol Services Division/ Parks Unit. Taub moved approval of the attached suggested Resolution. Supported by Fleming. FINANCE COMMITTEE MINUTES Page 5 May 12, 2016 Taub moved to report to amend the resolution by correcting the title, the 3 rd, 4th and 6th WHEREAS paragraphs and the NOW THEREFORE BE IT RES OLVED paragraph to reflect the City as City of Orchard Lake Village. Motion to amend carried unanimously on a roll call vote with Kowall absent. Main motion, as amended, carried unanimously on a roll call vote with Kowall absent. 6. WATER RESOURCES COMMISSIONER – HOLIDAY PAY FOR MANDATED 4/40 FIEL D UNIT EMPLOYEES In 2008, the Board of Commissioners approved the voluntary work 10 -hour per day, 4 days a week work schedule. In 2010, the Board of Commissioners approved a resolution that requires certain staff to carry out a 4-day/10 hour per day work schedule (4/10) during the summer months. The Water Resources Commissioner Department (WRC) is the only department in the County that requires staff to work a 4/10 schedule. As a result of this requirement, when a holiday falls on a normal work day of a 4/10 schedule, employees are paid 8 hours for the holiday, and they are required to take 2 hours of their vacation time to make up for their 10 -hour required work day. This resolution authorizes the WRC to discontinue the practice of requiring certain em ployees, as listed on the resolution, to take two hours of leave time on holidays during the last full pay period in March through or near the last full pay period in September. Ms. Gee indicated that there would be 194 employees affected by this resolution. She explained that the department gains greater efficiencies having employees work the 4/10 work schedule, and they save 1 ½ hours of pay per employee every week during this work schedule. There are three holidays that occur during the 28-week time period (Memorial Day, 4th of July and Labor Day). The estimated cost of the impact for discontinuing the requirement that employees use two hours of leave time for holidays during the mandated 4/40 work schedule is $45,231. No budget amendment is required . Taub moved approval of the attached suggested Fiscal Note. Supported by Fleming . Motion carried unanimously on a roll call vote with Kowall absent . 7. FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING – 2016 ROOF REPLACEMENT PROGRAM P ROJECT Mr. Holdsworth explained that every year inspections are performed on County facilities to determine which buildings are mos t in need for roof replacement. This year Facilities Management has determined that roof replacements are needed this year for the Administrative Annex I, which is near the Farmer’s Market, the Maintenance Storage Building, on the north side of the County campus, and the Board of Commissioners’ O ffice and Auditorium. The work was competitively bid, and LaDuke Roofing & Sheet Metal was the most qualified bidder, and is recommended by Facilities Management. The estimated cost of the project is $694,211, including $533,662 for the contract with LaDuke, $70,000 for lightning protection and a 15% contingency of $90,549. Crawford moved approval of the attached suggested Resolution. Supported by Taub. Motion carried unanimously on a roll call vote with Kowall absent. FINANCE COMMITTEE MINUTES Page 6 May 12, 2016 8. FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING – CHILDREN’S VILLAGE WINDOW REPLACEMENT PROJECT Mr. Holdsworth explained that for this year a line item was added in the Capital Improvement Program for window replacement, and Facilities Management inspected each County facility to determine which windows were in the most need to be replaced. Facilities Management staff determined that the D and J Buildings of Children’s Village, which have not been replaced since 1975, were of most need . The project was competitive ly bid, and the lowest responsible bidder is Hewett Co., Inc., of Pontiac, Michigan. The estimated cost of this project is $163,380, which includes $145,800 for Hewett Co., Inc., $3,000 for Environmental Testing & Consultants (a competitively-bid annual contractor) to conduct air monitoring and testing, and a 10% contingency of $14,580. Crawford moved approval of the attached suggested Resolution. Supported by Zack. Motion carried unanimously on a roll call vote with Kowall absent. 9. MR #16103 – BOARD OF COMMISSIONERS – ESTABLISHMENT OF A PILOT LOCAL ROAD IMPROVEMENT MATCHING FUND PROGRAM The Resolution was introduced by Commissioners Gingell and McGillivray to establish a Pilot Local Road improvement Matching Fund Program to provide limited support to cities and villages for road maintenance improvements and safety projects on non -County roads. The Pilot Local Road Improvement Matching Fund Program would be administered in accordance with Attachment A of the resolution. Commissioner Gingell explained that this program would be enacted under the Economic Development Statute, so it will be different than the current Tri -Party Program. Under this pilot program there is a 50/50 split from Oakland County and the city or village for any road projects that are part of this program. Upon adoption of this resolution, the Chairman of the Finance Committee of the Board of Commissioners shall establish a Subcommittee on the Local Road Improvement Program that will consist of three members, with two members representing the majority caucus and one member representing the minority caucus. The Subcommittee will direct administration of this program and accept applications for program funding. The Subcommittee would then recommend acceptance to the Finance Committee and Board of Commissioners. Fleming moved approval of the attached suggest ed Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote with Kowall absent. 10. BOARD OF COMMISSIONERS – 2016 PARKS AND RECREATION PROPERTY TAX LEVY The Oakland County voters approved a tax levy on August 3, 2010, to support O akland County Parks and Recreation Commission activities. After applying the “Headlee” millage reduction fraction of 0.9929 to the 2015 millage rate of 0.2410, the maximum allowable tax rate is 0.2392 mills, which is estimated to generate $12,607,482. Th e resolution reflects that each Supervisor of the various townships and Assessing Officers of the several cities of Oakland County are authorized and directed to spread on their respective township or city tax rolls for the year 2016 December Levy, a tax rate of 0.2392 mills for Oakland County Parks and Recreation activities, to be applied to the 2016 Taxable Value of all property located within their respective jurisdictions. FINANCE COMMITTEE MINUTES Page 7 May 12, 2016 Taub moved approval of the attached suggested Resolution. Supported by Crawford. Motion carried unanimously on a roll call vote with Kowall absent. 11. COUNTY EXECUTIVE – BUDGET PROJECTIONS FOR FY 2016 – FY 2021 Ms. Van Pelt gave a brief overview of the FY 2016 – FY 2021 Long -Range Fiscal Plan, which projects the County’s financial forecast through September 30, 2021. The plan identifies potential financial issues facing the County, proposes a means to resolve those issues and anticipates use of fund balance for one-time types of projects and capital infrastructure of County road s and buildings. The plan is balanced and in conformance with the Fund B alance Policy that the Oakland County Board of Commissioners adopted last year in which they are targeting a minimum 20% fund balance equivalent to ongoing, annual operating expenditur es. By FY 2021 the 20% target would be $91.5 million, and this plan projects that the County would have $96.3 million in fund balance by September 30, 2021. This plan assumes that the County has $4.7 million of fund balance above the 20% minimum target, which is less than $1 million per year as far as margin above the target. There are plans to reinvest in County infrastructure. Fleming moved to receive and file the Budget Projections for FY 2016 – FY 2021 (Long Range Fiscal Plan). Supported by Quarles. Motion carried on a voice vote. 12. DEPARTMENT OF FACILITIES MANAGEMENT – REQUEST FOR APPROVAL OF LICENSE AGREEMENT WITH THE STATE OF MICHIGAN FOR PLACEMENT OF COMMUNICATION EQUIPMENT ON A MICHIGAN PUBLIC SAFETY COMMUNICATION SYSTEM TOWER The Department of Facilities Management is seeking approval of a license agreement between the County and the State of Michigan to allow the County to place communication equipment on a tower owned by the State of Michigan located at 1491 Romeo Road, Leonard, Mich igan. The term of the agreement is five years, with three renewal terms of five years each. Mr. Zachos explained that this communication equipment will increase the reception for the public service radio system for the County area on Romeo Road, in Leona rd. The County will cover the cost of installation, repairs, operation and maintenance. The license fee is $431.25 per month or $5,175 annually. The annual license fee will increase by 15% for the three subsequent renewal terms. Sufficient funding is available in the Radio Communications Fund. No budget amendment is required at this time. Taub moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote with Kowall absent. OTHER BUSINESS/ADJOURNMENT There being no other business to come before the Committee, the meeting was adjourned at 10:43 a.m. ______________________________________ _________________________________ FINANCE COMMITTEE MINUTES Page 8 May 12, 2016 Pamela L. Worthington, Committee Coordinator Jim VerPloeg, Administrative Director NOTE: The foregoing minutes are subject to Committee approval.