Loading...
HomeMy WebLinkAboutMinutes - 2016.09.15 - 37006 September 15, 2016 Chairperson Middleton called the meeting of the Fina nce Committee to or der 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, David Woodward, Shelley Goodman Taub, Wade Fleming, Hugh Crawford, Helaine Zack and Nancy Quarles COMMITTEE MEMBERS ABSENT WITH NOTICE Christine Long OTHERS PRESENT ANIMAL CONTROL Joanie Toole, Chief CIRCUIT COURT Dave Bilson, Deputy, Court Administrator John Cooperrider, Business Manager CLERK/REGISTER OF DEEDS Jennifer Howden, Chief Deputy Clerk COMPLIANCE OFFICE Pam Weipert, Compliance Officer COUNTY EXECUTIVE Phil Bertolini, Deputy County Executive /CIO FISCAL SERVICES Lynn Sonkiss, Manager Gaia Piir, Chief Holly Conforti, Chief Ebru Adoglu-Jones, Supervisor II Terri Meiers, Supervisor Leo Lease, Analyst Terri Brockmiller, Analyst Michael Andrews, Analyst Monica Tinsley, Analyst Antonio Pisacreta, Analyst FRIEND OF THE COURT Suzanne Hollyer, Director Rhonda Mohlman, Systems Supervisor HEALTH AND HUMAN SERVICES George Miller, Director Kathy Forzley, Manager Susan Hull, Director, Children’s Services HUMAN RESOURCES Jordie Kramer, Director Lori Taylor, Deputy Director INFORMATION TECHNOLOGY Ed Poisson, Director Kevin Bertram, Manager, App. Services Bill Jobes, Project Manager LIBRARY BOARD John Chambers, Chairman Laura Mancini, Director MANAGEMENT AND BUDGET Laurie Van Pelt, Director 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 September 15, 2016 MEDICAL EXAMINER Thom Hardesty, Administrator PARKS AND RECREATION COMMISSION Dan Stencil, Executive Officer PROBATE COURT Jill Koney Daly, Probate Register PROSECUTOR’S OFFICE Paul Walton , Chief Assistant Prosecutor Jeff Kaelin, Assistant Prosecutor Susan MacLean, Chief, Family Support John Cooperrider, Business Manager PUBLIC SERVICES Mark Newman, Director SHERIFF’S OFFICE Mike McCabe, Undersheriff Dale Cunningham, Business Manager SUPPORT SERVICES Todd Birkle, Manager WATER RESOURCES COMMISSIONER Mike McMahon, Chief Engineer Joel Kohn, Engin eering Systems Coordinator FBI Chris Hess, Special Agent THE OAKLAND PRESS Mark Cavitt, Reporter BOARD OF COMMISSIONERS Chris Ward, Administrative Director Connie Srogi, Analyst Pamela Worthington, Committee Coordinator PLEDGE OF ALLEGIANCE Chairperson Middleton led the Pledge of Allegiance. APPROVAL OF THE PREVIOUS MINUTES Crawford moved approval of the previous minutes of August 25, 2016. Supported by Fleming. Motion carried on a voice vote. AGENDA Chairperson Middleton indicated that “Board of Commissioners – Approval of the Award of Contract for Fiscal Year 2016 Through Fiscal year 2018 Independent Annual Audit” will be added as Item #18, and the Closed Session was requested to be removed from the agenda. PRESENTATION OF THE AGENDA Woodward moved approval of the agenda, as amended. Supported by Taub. Motion carried on a voice vote. PUBLIC COMMENT None. FY 2015/FY 2016/FY 2017 CONTINGENCY REPORT There was a corrected page 8 distributed to correct an error. There are no items on today’s agenda that affect the FY 2016 General Contingency balance of $57,633. The FY 2016 Miscellaneous Capital Outlay balance will be reduced by $45,540 for furniture replacement in the Register of FINANCE COMMITTEE MINUTES Page 3 September 15, 2016 Deeds office, and $5,075 for furniture replacement in the Friend of the Court office, wh ich is one- third of the cost (the State is covering the other two -thirds of the cost). There are two items on today’s agenda for grant ma tch, and they are for the Prosecuting Attorney and Friend of the Court offices; however, the FY 2016 Grant Match will not be affected. The FY 2016 Security Reserve will be decreased by $19,082 with the adoption of Item #6. The FY General Fund Equity balan ce will be decreased by $3,508,606 with the adoption of Item #1 and Item #16. The Contingency Report also includes the West Nile report which reflects the final distribution for the year. Taub 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 September 15, 2016 Finance Committee Meeting B. Sheriff’s Office – FY 2017 Secondary Road Patrol and Tr affic Accident Prevention Program Grant Application C. Health and Human Services – Children’s Village Division – FY 2017 Child and Adult Care Food Program Application D. Health and Human Services – Children’s Village Division – 2016/2017 National School Lunch Program Application E. Parks and Recreation Commission – Recreation Catalyst Grant Application Taub moved to receive and file the Communications. Supported by Fleming. Motion carried on a voice vote. CONSENT AGENDA 1. MR #16247 - BOARD OF COMMISSIONERS – PILOT LOCAL ROAD IMPROVEMENT PROGRAM FISCAL YEAR 201 6 APPROPRIATION – CITY OF WALLED LAKE – ROAD REPAIR ON E. WALLED LAKE DRIVE – PROJECT NO. 2016 -29 The resolution was introduced by Commissioner Long to approve the Pilot Local Road Improvement funding in the amount of $8,606, which is Oakland County’s share, for a project in the City of Walled Lake. The project consists of road repair on E. Walled Lake Drive . Fleming moved approval of the attached suggested Fiscal Note on the Consent Agenda. Supported by Quarles. Motion carried unanimously on a roll call vote with Long absent . Chairperson Middleton set a public hearing for Thursday, September 22, 2016, at 9:35 a.m. for the Pilot Local Road Improvement Project No. 2016 -29 (Item 1). FINANCE COMMITTEE MINUTES Page 4 September 15, 2016 REGULAR AGENDA 2. MR #16243 – CIRCUIT COURT – FAMILY DIVISION – OAKLAND COUNTY CHILD CARE FUND BUDGET 2016-2017 The Circuit Court/Family Division is seeking approval of the submission of the 2016 -2017 Oakland County Child Care Fund Budget to the Bureau of Juvenile Ju stice’s Child Care Fund Unit, Department of Human Services for the State’s Fiscal Year October 1, 2016 through September 30, 2017. The application reflects $36,416,532 in gross expenditures and $2,700,000 in offsetting revenues, leaving a net expenditure of $33,716,532. The Child Care Fund reimburses 50% for all Child Care Fund eligible expenditures of $33,716,532, rendering a State reimbursement of $16,858,266 should the State approve the budget and the County expends all funds listed in the application. Zack moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote with Long absent. 3. FRIEND OF THE COURT – FY 2017 – FY 2021 COOPERATIVE REIMBURSEMENT PROGRAM (CRP) GRANT ACCEPTANCE The Michigan Department of Health and Human Services (MDHHS) Office of Child Support has awarded the Oakland County Friend of the Court $85,267,885.16 in grant funding, which includes $56,276,804.21 in Federal funds that are passed through the MDHHS , $5,961,460 f rom the State and a required County match of $28,991,080.95 (34%) for the period of October 1, 2016 through September 30, 2021. Ms. Hollyer indicated that this grant funds about two -thirds of the Friend of the Court’s child support related efforts. A corrected Schedule A was provided at today’s meeting. Taub moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote with Long absent . 4. PROSECUTING ATTORNEY – FY 2017 – FY 2021 COOPERATIVE REIMBURSEMENT PROGRAM (CRP) GRANT ACCEPTANCE The Michigan Department of Health and Human Services (MDHHS) Office of Child Support has awarded the Oakland County Prosecuting Attorney $15,841,233 in Cooperative Reimbursement Program (CRP) grant funding, which includes $10,455,214.03 in Federal funds that are passed through the MDHHS . The granting period is from October 1, 2017 through September 30, 2021 . Zack moved approval of the attached suggested Fiscal Note. Supported by Kowall. Motion carried unanimously on a roll call vote with Long absent . 5. MR #16244 – SHERIFF’S OFFICE – MEMORANDUM OF UNDERSTANDING – BUILDING SPACE ALLOCATION FOR THE OAKLAND COUNTY GANGS AND VIOLENT CRIMES TASK FORCE The Sheriff’s Office is seeking approval of a Memorandum of Understanding between the Federal Bureau of Investigation (FBI) and the County of Oakland , which will define the scope of work and FINANCE COMMITTEE MINUTES Page 5 September 15, 2016 responsibilities of the parties concerning reimbursement for the renovation of costs and payment of recurring costs associated with new space designated by the County to be used by the Oakland County Gang and Violent Crime Task Force. Mr. Hess explained that currently the Task Force is located in various locations within Oakland County, and it will be more efficient for the Task Force to be consolidated under one roof. The FBI is paying for the majority of these renovation costs such as for work stations and furniture. The County will contr ibute about $90,000. Taub moved approval of the attached suggested Fiscal Note. Su pported by Crawford. Motion carried unanimously on a roll call vote with Long absent . 6. MR #16245 – SHERIFF’S OFFICE – CREATION OF POSITIONS FOR BUILDING SECURITY – PHASE III The Sheriff’s Office is seeking approval of the creation of three (3) new Gen eral Fund/General Purpose (GF/GP) full-time eligible Deputy I positions in the Patrol Services Division to provide campus security patrols. As part of this request, there would be three GF/GP full -time eligible Deputy I positions moved from the Court Transport Division to the Patrol Services Division, Patrol Unit. These are positions that are being restored from 2008, when budget cuts had to be made . Crawford moved approval of the attached suggested Fiscal Note. Supported by Kowall. Motion carried unanimously on a roll call vote with Long absent . 7. MR #16246 – SHERIFF’S OFFICE – CONTRACT AMENDMENT #2 F OR LAW ENFORCEMENT SERVICES FOR THE OAKLAND COUNTY PARKS & RECREATION COMMISSION 2016 Currently the Sheriff’s Office has a Sergeant, two full -time Deputies and 52 part-time Deputies that are provided to patrol the Oakland County Parks. The Sheriff’s Office communicated with the Parks and Recreation Commission to suggest increasing the staff for supervision, and they agreed. The resolution authorizes an Amendment #2 to the 2016 Oakland County Parks and Recreation Commission Contract for Sheriff Law Enforcement Services to reclassify one contracted Deputy II to Lieutenant. The additional annual cost will be $17,431, and costs to support this position will be reimbursed 100% by the Parks and Recreation Commission. The effective date of the amendment is October 1, 2016. Fleming moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote w ith Long absent. 8. WATER RESOURCES COMMISSIONER – 2016 LAKE LEVEL ASSESSMENTS FOR OPERATION AND MAINTENANCE RESOLUTION The Water Resources Commissioner (WRC) maintains 35 lake level control devices/structures and 7 lake augmentation pumps regulating legally established water levels of 53 lakes in Oakland County. The WRC is authorized by law to levy costs incurred for operation, maintenance and repair of Inland Lake Level Districts and is required to obtain Board approval for any proposed assessments in excess of the $10,000 limit. For FY 2017, the WRC is requesting authorization to assess, levy and collect $426,400 against all benefiting properties and government entities comprising the assessment rolls for 29 separate lake level districts, for operating, m aintenance and FINANCE COMMITTEE MINUTES Page 6 September 15, 2016 repair, including 20 in excess of the $10,000 limit. The assessments will be levied as part of the December 2016 taxes. Oakland County’s share of the assessments for operations and maintenance of lake levels is $0.44 for roads at large. No budget amendments are recommended at this time. This item was directly referred by the Planning & Building Committee. Kowall moved approval of the attached suggested Fiscal Note. Supported by Fleming. Motion carried unanimously on a roll call vote with Long absent. 9. WATER RESOURCES COMMISSIONER – 2016 CHAPTER 4 DRAIN MAINTENANCE ASSESSMENT RESOLUTION The Water Resources Commissioner is requesting authorization to assess, levy and collect $554,000 for the year 2017 against all benefiting properties and government entities comprising the assessment rolls for the purpose of operating, maintaining, cleaning out and repairing 64 Chapter 4 drains within Oakland County. The assessments will be levied as part of the December 2016 taxes. Oakland County is responsible for portions of some of the proposed assessments as identified on the listing of assessments attached to the resolutions for road drainage benefit; therefore, Oakland County’s share of the assessments for operations and maintenance of Chapter 4 drains is $38,046.31 for roads at large. No budget amendments are recommended. This item was directly referred by the Planning & Building Committee. Fleming moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote with Long absent. 10. WATER RESOURCES COMMISSIONER – 2016 CHAPTER 18 DRAIN MAINTENANCE ASSESSMENT RESOLUTION The Water Resources Commissioner is requesting authorization to assess, levy and collect $144,500 for the year 2016 against all benefiting properties and government entities comprising the assessment rolls, for the purpose of operating, maintaining, cleaning and repairing 54 Chapter 18 drains that are located in Oakland County. The assessments will be levied as part of the December 2016 taxes. Oakland County is responsible for portions of some of the proposed assessments as identified on the listing of assessments attached to the resolutions for road drainage benefit, and Oakland County’s share of the assessments for ma intenance of Chapter 18 drains is $19,991.54 for roads at large. No budget amendments are recommended at this time. This item was directly referred by the Planning & Building Committee. Taub moved approval of the attached suggested Fiscal Note. Suppor ted by Quarles. Motion carried unanimously on a roll call vote with Long absent. 11. DEPARTMENT OF HEALTH AND HUMAN SERVICES/HEALTH DIVISION – 2016/2017 COMPREHENSIVE PLANNING, BUDGETING AND CONTRACTING (CPBC) AGREEMENT ACCEPTANCE The Michigan Department of Health and Human Services (MDHHS) has awarded Oakland County funding through the Comprehensive Planning, Budgeting and Contracting (CPBC) agreement in the amount of $10,239,784 for the period of October 1, 2016, through September 30, 2017. This amount reflects an increase of $5,323 from last year’s award. FINANCE COMMITTEE MINUTES Page 7 September 15, 2016 Zack moved approval of the attached suggested Fiscal Note. Supported by Kowall. Motion carried unanimously on a roll call vote with Long and Quarles absent. 12. ANIMAL SHELTER AND PET ADO PTION CENTER – BISSELL EMPTY THE SHELTERS GRANT ACCEPTANCE The Animal Shelter and Pet Adoption Center is seeking approval of a reimbursement grant from the Bissell Foundation to reimburse pet adoption fees for every animal adopted from participating shelters on October 22, 2016 (maximum of $70.00 per cat and $129.00 per dog). This is a statewide grant. Taub moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote with Long absent. 13. INFORMATION TECHNOLOGY AND FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING – INFORMATION TECHNOLOGY SOUND MASKING SYSTEM PROJECT The Departments of Information Technology and Facilities Management are seeking approval of the Information Technology Sound Masking System Project in the amount of $49,924. This project consists of an office redesign to provide a sound masking system in over 30,842 square feet of space in the Information Technology building. The project was competitively bid, and the lowest responsible bidder was TEL Systems Sound Masking of Ann Arbor, Michigan. Commissioner Woodward expressed concerns about putting a significant amount of resources in one area and not others. Ms. VanPelt explained that this is a pilot program for t he Information Technology department. If it is successful, other areas could be considered. Fleming moved approval of the attached suggested Resolution. Supported by Kowall. Motion carried unanimously on a roll call vote with Long absent. 14. FACILITIES MANAGEMENT/FACILITIES MAINTENANCE & OPERATIONS – BUILDING MANAGEMENT SYSTEM REPLACEMENT PROJECT – PILOT PHASE The Department of Facilities Management is seeking approval of the Building Management System Replacement Project – Pilot Phase in the amount of $178,939. The project consists of the replacement of the building augmentation system, which is over 30 years old. This building management system is crucial to the effective ness and efficient operation of critical building systems, such as the heating and cooling systems, air handlers and dampers and temperature monitoring. The project was competitively bid, and the lowest responsible bidder is Limbach Company, LLC, Pontiac, Michigan. The Limbach Company has been in business for over 40 years, with 15 years of handling similar integration projects. Funds were allocated in the FY 2016 through FY 2025 Capital Improvement Program (CIP) for the new building management system. Taub moved approval of the attached suggested Resolution. Supported by Flemin g. Motion carried unanimously on a roll call vote with Long absent. FINANCE COMMITTEE MINUTES Page 8 September 15, 2016 15. FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING – MEDICAL EXAMINERS OFFICE PEDESTRIAN BRIDGE REPLACEMENT PROJECT The Department of Facilities Management is seeking approv al of the Medical Examiner’s Office Pedestrian Bridge Replacement Project in the amount of $65,350. The project consists of removing the existing pedestrian bridge and replacing it with a concrete walkway over an elliptical concrete pipe (similar to a sewer or drain tunnel). The project was competitively bid, and the lowest responsible bidder is Macomb Pipeline & Utilities Co. of Sterling Heights, Michigan. The resolution approves this project and authorizes the transfer of funding in the amount of $65,35 0 from the Capital Improvement Program/Building Fund to the Project Work Order Fund for this project. Construction is expected to begin in early November and be completed in early December. Quarles moved approval of the attached suggested Resolution. S upported by Taub. Motion carried unanimously on a roll call vote with Long absent. 16. DEPARTMENT OF INFORMATION TECHNOLOGY – IMAGING SYSTEM REPLACEMENT PROJECT The Department of Information Technology is requesting approval of the Imaging System Replacement Project in the amount of $3,500,000 . This is a County-wide system. The current system was developed in -house in 2007, with a programming language that is now considered outdated, and a considerable investment would be required to rewrite the current system in order to enhance it to provide functionality that is requested by various user departments. A financial analysis was conducted, and it was determined that it was in the County’s best interests to purchase a commercial off-the-shelf (COTS) system package in order to continue to provide continued imaging services and functions to existing departments while positioning the County for further expansion of use by additional business units both now and the future. The project was competitively bid, and the lowest responsible bidder is Laserfiche, Inc., a private sector software company servicing over 35,000 organizations worldwide. There will be an additional cost of $178,000 for vendor software support and maintenance, and this amount is expected to partially offset by the elimination of $84,000 in other software costs. A return on investment is expected in five (5) years. Taub moved approval of the attached suggested Resolution. Supported by Fleming. Motion carried unanimously on a roll call vo te with Long absent. 17. DEPARTMENT OF MANAGEMENT AND BUDGET – FISCAL YEAR 2016 THIRD QUARTER FINANCIAL FORECAST AND BUDGET AMENDMENTS The resolution accepts the Fiscal Year 2016 Third Quarter Financial Report and Budget Amendments. A corrected transmittal letter was provided to reflect the correct amount of favorability for the Third Quarte r. Ms. Sonkiss gave a brief overview of the FY 2016 Third Quarter Financial Forecast and Budget Amendments. The County will complete FY 2016 with an overall favorable variance of about $21.8 million, which is split between receiving about $6 million more revenue than anticipated and projected favorability in expenditures of about $15.8 million. The primary area of favorability is in Charges for Services, with favorable revenue of $7,025,041, which consists of $2.3 million from the Land Transfer Tax and $2.2 million in the Treasurer’s Office due to the sale of foreclosed property . FINANCE COMMITTEE MINUTES Page 9 September 15, 2016 There are three departments in which expenditures are going to exceed the budget, and t hey are the Sheriff’s Office, Water Resources Commissioner and Facilities Management. Last quarter the Sheriff’s Office was projected to be unfavorable by about $1.5 million due to increased use of overtime from vacancies. This quarter that number has de creased to $855,400. There is about $740,000 of favorability from inmate phone commissions, which is in the non -departmental budget, which could offset any shortages at the end of the year. The Water Resources Commissioner department is projected to be unfavorable by $118,000, which is primarily due to $150,000 in Drain Equipment Labor expenditures for employee labor that cannot be charged to other funds; however , it is partially offset by $135,620 in favorability for Soil Erosion Fees and Reimbursement G eneral. A budget amendment will be made at year end if the trend continues. The Department of Facilities Management is projected to be unfavorable by $3 7,000. This is primarily caused by a lot of Capital Improvement projects they are managing at this ti me. For instance, in regard to the animal shelter project monies were expended initially , but they have received about $55,000 in bond proceeds to offset the unfavorable amount. A revised resolution was provided to eliminate a duplicated paragraph, and there was a recovery for a charge -back, so the write -off amount was revised from $1,215.26 to $1,084.76 for uncollectible charges. Taub moved approval of the attached suggested Resolution. Supported by Crawford. Motion carried unanimously on a roll call vote with Long and Quarles absent. 18. BOARD OF COMMISSIONER – APPROVAL OF THE AWARD OF CONTRACT FOR FISCAL YEAR 2016 THROUGH FISCAL YEAR 2018 INDEPENDENT ANNUAL AUDIT Ms. Sonkiss explained that the contract for auditing services with Plante & Moran, PL LC had expired on June 30, 2016, and Requests for Proposals were sent out for bids in July with a deadline of August 1, 2016. The Review Committee, which is made up of Chris Ward, Pam Weipert, Scott Guzzy, Lynn Sonkiss and Carol Moran reviewed the proposal s that were received. They received responses from the following four companies: UHY, LLP; Rehmann Robson; Baker Tilly Virchow Krause; LLP; and Plante & Moran, PLLC (current vendor). There were also responses from entities notifying the County that they were choosing not to bid on the County’s RFP. There were two separate packages requested, one for the technical aspect and one for pricing. The responses were reviewed by the Audit Request for Proposals Review Committee (Re view Committee) in mid - August. With the Consensus Scoring, Plante & Moran, PLLC received the most points at 78 points. Rehmann Robson received 76 points, Baker Tilly received 63 points and UHY, LLP received 52 points. The recommendation was submitted to the Audit Subcommittee for revie w and consideration. The Audit Subcommittee has reported to the Finance Committee with the recommendation that the County award a contract to Plante & Moran, LLP for auditing services for Fiscal Years 2016 -2018, with an option to extend the contract for F iscal Years 2019 and 2020. Commissioner Kowall indicated that due diligence was done objectively. Ms. Sonkiss indicated that this procedure follows the Purchasing policies and procedures. Kowall moved approval of the attached suggested Resolution. Sup ported by Crawford. Motion carried on a roll call vote with Woodward voting no and Long, Zack and Quarles absent. OTHER BUSINESS/ADJOURNMENT FINANCE COMMITTEE MINUTES Page 10 September 15, 2016 Ms. Sonkiss stated that all Commissioners should have received the Finance Committee budget book. Chairperson Middleton indicated that he saw the Public Notice in this morning’s Oakland Press newspaper. There being no other business to come before the Committee, the meeting was adjourned at 11:17 a.m. ______________________________________ _________________________________ Pamela L. Worthington, Committee Coordinator Chris Ward, Administrative Director NOTE: The foregoing minutes are subject to Committee approval.