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HomeMy WebLinkAboutMinutes - 2017.03.23 - 37050 March 23, 2017 Chairperson Middleton called the meeting of the Finance Committee to order at 9:32 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 David Bowman OTHERS PRESENT CENTRAL SERVICES Todd Birkle, Manager, Support Services COMPLIANCE OFFICE Pam Weipert, Compliance Officer COUNTY EXECUTIVE Bob Daddow, Deputy County Executive II Matt Gibb, Deputy County Executive I ECON. DEV. COMMUNITY AFFAIRS Dan Hunter, Deputy Director Bret Rasegan, Manager Brad Hansen, Business Development Rep. Whitney Calio, Senior Planner FACILITIES MANAGEMENT Art Holdsworth, Director Ed Joss, Manager Joe Murphy, Manager Stephen Foster, Project Manager HOMELAND SECURITY Sara Stoddard, Chief INFORMATION TECHNOLOGY Jeff Nesmith, Chief, CLEMIS Steve Murphy, Supervisor, Radio Communications MANAGEMENT AND BUDGET Laurie Van Pelt, Director FISCAL SERVICES Gaia Piir, Chief Holly Conforti, Chief Ebru Adoglu-Jones, Supervisor II Monica Tinsley, Analyst Antonio Pisacreta, Analyst Leo Lease, Analyst SHERIFF’S OFFICE Mike McCabe, Undersheriff Dale Cunningham, Business Manager TREASURER’S OFFICE Ross Gavin, Deputy Treasurer WATER RESOURCES COMMISSIONER Jim Nash, Water Resources Commissioner BOARD OF COMMISSIONERS Chris Ward, Administrative Director Michael Andrews, Senior Analyst Connie Srogi, 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 David Bowman TOM MIDDLETON Chairperson EILEEN KOWALL Vice Chairperson DAVID WOODWARD Minority Vice Chairperson FINANCE COMMITTEE MINUTES Page 2 March 23, 2017 OTHERS PRESENT BOARD OF COMMISSIONERS 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 March 9, 2017, as printed. Supported by Fleming. Motion carried on a voice vote. PRESENTATION OF THE AGENDA Chairperson Middleton indicated that County Executive Bob Daddow will be giving an update on the 9-1-1 CLEMIS system after Item #11 on the agen da. Taub moved approval of the agenda, as amended. Supported by Crawford. Motion carried on a voice vote. PUBLIC COMMENT None. FY 2017/FY 2018/FY 2019 CONTINGENCY REPORT The FY 2017 Capital Outlay balance will be decreased by $10,553 with the approved memo for Sheriff’s Office Equipment Purchase for radios for the patrol boats, leaving a balance of $145,093 . The General Fund Equity will be reduced by $15,555 with the adoption of Items #1 and #2 on the agenda for the Tri-party program. Fleming moved to receive and file the FY 201 7 Contingency Report. Supported by Zack. Motion carried on a voice vote. COMMUNICATIONS A. County Executive Compliance Office/Purchasing – Contract Exception Report for the March 23, 2017 Finance Committee Meeting B. Department of Health and Human Services/Health Division – FY 2017/FY 2018 MDEQ – Beach Monitoring Grant Application C. Notice of Public Hearing – City of Southfield – March 27, 2017, 7:30 p.m.- Brownfield Development Plan for former Northland Mall located at 21500 Northwestern Highway, and associated parcels in Southfield, Michigan and a Tax Increment Financing Plan to Provide Reimbursement FINANCE COMMITTEE MINUTES Page 3 March 23, 2017 AGENDA A notice of Public Hearing in the City of Southfield was added as Item C under Communications. There were no objections. Fleming moved to receive and file the items on Comm unications. Supported by Zack. Motion carried on a voice vote. CONSENT AGENDA 1. MR #17061 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2017 APPROPRIATION – CITY OF FARMINGTON – FARMINGTON ROAD AT STATE STREET – PROJECT NO. 53641 The resolution was introduced by Commissioner Dwyer to approve the Tri-Party Road Improvement funding in the amount of $14,489, which is Oakland County’s third share, for a project in the City of Farmington. The project consists of the installation of a pedestrian Rapid Flashing Beacon on Farmington Road at State Street. This project is expected to be completed this summer. 2. MR #17062 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2017 APPROPRIATION – TOWNSHIP OF NOVI – RESURFACING VARIOUS LOCAL ROADS – PROJECT NO. 53672 The resolution was introduced by Commissioner Crawford to approve the Tri -Party Road Improvement funding in the amount of $1,066, which is Oakland County’s third share, for a project in the Township of Novi. The project consists of the resurfacing of various local roads. Construction on this project was completed last fall. Kowall moved approval of the attached suggested Fiscal Notes for the items on the Consent Agenda. Supported by Crawford. Motion carried unanimously on a roll call vote with Long and Bowman absent. REGULAR AGENDA 3. HEALTH AND HUMAN SERVICES – HOMELAND SECURITY DIVISION – 2016 MEMORANDUM OF UNDERSTANDING – TRANSFER/ACCEPTANCE OF EQUIPMENT The Department of Health and Human Services , Homeland Security Division is seeking approval of the 2016 Memorandum of Understanding for the transfer/acceptance of equipment for all purchased equipment by Oakland County to be used for the 2016 Homeland Security Grant Program. This will be given to all jurisdictions and specia lty teams when equipment is purchased for them under this grant. This grant has been reviewed and approved by Corporation Counsel and Fiscal Services. Taub moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote with Long and Bowman absent. FINANCE COMMITTEE MINUTES Page 4 March 23, 2017 4. HEALTH AND HUMAN SERVICES – HOMELAND SECURITY DIVISION – 2016-2017 HAZARDOUS MATERIALS EMERGENCY PREPAREDNESS PLANNING PROGRAM (HMEP-PP) GRANT AGREEMENT ACCEPTANCE The Superfund Amendment and Reauthorization Act (SARA) of 1986, Title III, Section 302 requires planning and provisions for community right-to-know for extremely hazardous substances in local communities. This is a reimbursement grant, and Oakland County has applied for and is eligible to receive $11,020 for the submittal of new and updated plans during the grant period of September 30, 2016 through September 30, 2017. Information is provided to first responders about chemicals and the location of those chemicals within Section 302 facilities. The resolution authorizes acceptance of the Hazardous Materials Emergency Preparedness Planning Program grant agreement in the amount of $11,020 from the Michigan Department of State Police, Emergency Management and Homeland Security Division. There is a required 25% County match of $2,755. Taub moved approval of the attached suggested Fiscal Note. Supported by Fleming. Motion carried unanimously on a roll call vote with Long and Bowman absent. 5. MR #15059 – SHERIFF’S OFFICE – REMODELING AND EXPANSION OF FORENSIC LABORATORY TOXICOLOGY UNIT The Sheriff’s Office is requesting approval of the remodeling and expansion of the Forensic Laboratory Toxicology Unit. Equipment has already been purchased for this function. Blood alcohol level testing currently has to be sent out to the State Police by U.S. Mail, and it takes two to three weeks to receive the results back. With this expansion, the Sheriff’s Office will be able to turn the blood alcohol testing results arou nd in two to three days. Commissioner Zack indicated that she had mentioned this expansion at her City Council meeting, and s he received positive feedback. Taub moved approval of the attached suggested Fiscal Note. Supported by Kowall. Motion carried unanimously on a roll call vote with Long and Bowman absent. 6. MR #17060 – SHERIFF’S OFFICE – USE OF FORFEITED FUNDS The Sheriff’s Office is seeking approval of the use of $402 ,986 of forfeiture funds from the Sheriff’s Office Law Enforcement Enhancement Account to purchase equipment, pay for SWAT Training and cover the cost of a part -time, non-eligible Parks Deputy position for the Narcotics Enforcement Team (NET) program. The equipment includes a Long Range Acoustical Device (LRAD), which is a portable device that c an be mounted on a vehicle and used for circumstances such as a barricaded gunman or to disperse crowds. The SWAT Training is $15,000 for the year, and $22,986 of the forfeiture funds will be used for a pa rt-time, non-eligible Parks Deputy position for the NET program to perform clerical duties. This job will be performed by a retired Deputy who is familiar with the work. Motorcycle Replacement cost is $300,000, and the replacement of a DARE Vehicle is $25,000. Commissioner Woodward expressed concerns about using forfeiture funds to support a staff position. Fleming moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried on a roll call vote with Woodward voting no and Long and Bowman absent. FINANCE COMMITTEE MINUTES Page 5 March 23, 2017 7. MR #17058 – DEPARTMENT OF ECONOMIC DEVELOPMENT & COMMUNITY AFFAIRS – APPROVAL OF 2017 NO HAZ INTERLOCAL AGREEMENT The Department of Economic Development is seeking approval of an annual interlocal agreement between Oakland County and municipalities in North Oakland County that have signed the interlocal agreement and passed a resolution to support the program . This year the following communities have approved the interlocal agreement : Addison Township, Groveland Township, City of Lake Angelus, Independence Township, Oakland Township, Oxford Township, Orion Township, City of Pontiac, City of Rochester, City of Rochest er Hills, Rose Township, Springfield Township and Waterford Township. NO HAZ events give residents the opportunity to dispose of hazardous chemicals properly, and there will be five events over the course of the summer. The County is charged $36 per car, and the County invoices the communities that drop off waste for reimbursement. A map was provided reflecting which communities have opted into the NO HAZ program for this year. Kowall moved approval of the attached suggested Fiscal Note. Supported by Fleming. Fleming moved to report with a recommendation to amend Exhibit B of the North Oakland County Household Hazardous (NO HAZ) Waste Interlocal Agreement, as follows: • City of the Village of Clarkston is not participating in the NO HAZ program. • City of Pontiac will not be charging a fee to participants • City of Rochester Hills will be charging $10 per participant rather than $15. • Township of Waterford will be charging $15 per participant rather than $10. Motion to amend carried unanimously on a roll call vote with Long and Bowman absent. Main motion carried unanimously on a roll call vote with Long and Bowman absent. Kowall moved to receive and file the Household Hazardous Waste Program map. Supported by Zack. Motion carried on a voice vote. 8. ECONOMIC DEVELOPMENT AND COMMUNITY AFFAIRS – RESOLUTION APPROVING THE PROVISIONS OF A BROWNFIELD PLAN FOR THE 366, 400, 500 EAST SOUTH BOULEVARD – CITY OF PONTIAC PROJECT The Department of Economic Development and Community Affairs is seeking approval of the provisions of a Brownfield Plan for property in the City of Pontiac relating to the 366, 400, 500 East South Boulevard redevelopment . This property is just east of Woodwa rd near St. Joseph’s Hospital. Contaminated elements exist on this property. The Oakland County Brownfield Redevelopment Authority approved this project on January 18, 2017, and the nam e of the company that will reside on this site is Revere Metals. This project will be utilizing one building on site, but they also plan a Phase II and Phase III for the future. Overall investment is $6 million. The current taxable value is $233,000, and once these phases are complete, they’re estimating that they are going to be hiring 30 – 40 full-time employees in a couple phases . The Planning and Building Committee had approved the resolution to reflect the public hearing date of March 30, 2017, at 9:30 a.m. FINANCE COMMITTEE MINUTES Page 6 March 23, 2017 Crawford moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote with Long and Bowman absent. 9. DEPARTMENT OF INFORMATION TECHNOLOGY – REQUEST FOR APPROVAL OF LICENSE AGREEMENT WITH THE STATE OF MICHIGAN FOR PLACEMENT OF MICHIGAN PUBLIC SAFETY COMMUNICATIONS SYSTEM EQUIPMENT ON AN OAKLAND COUNTY RADIO TOWER LOCATED AT 196 OAKLAND AVENUE (196 CESAR E. CHAVEZ AVENUE), PONTIAC, MICHIGAN The State of Michigan has requested to co -locate Michigan Public Safety Communications System equipment on an Oakland County radio tower at 196 Oakland Avenue in Pontiac, Michigan. The State will assume all responsibility and costs associated with this installation. There is ample capacity on this tower for this equipment. The Department of Information Technology is requesting approval of a license agreement between the County of Oakl and and the State of Michigan for this project. Fleming moved approval of the attached suggested Resolution. Supported by Taub. Motion carried unanimously on a roll call vote with Long and Bowman absent. 10. FACILITIES MANAGEMENT/FACILITIES MAINTENANCE & OPERATIONS (FM&O) – ELEVATOR MAINTENANCE – PHASE II PROJECT The Department of Facilities Management is requesting approval of Phase II of the Elevator Maintenance Project. The project was competitively bid, and the lowest responsible bidder is Kone Elevator of Livonia, Michigan. The pro ject consists of upgrading equipment of five aging elevators. The total cost of the project is $598,698, which includes $538,698 for Kone Elevator services , and $60,000 in contingency costs. This project was approved unanimously by the Planning & Building Committee. Crawford moved approval of the attached suggested Resolution. Supported by Taub. Motion carried unanimously on a roll call vote with Long and Bowman absent. 11. FACILITIES PLANNING & ENGINEERING (FPE)/SHERIFF’S OFFICE (SO) – JAIL EAST ANNEX DRYER FIRE PROTECTION SYSTEM PROJECT Last year Facilities Management installed five new dryers that are used by the inmates to wash the inmates’ clothing. In order to protect the building, the inmates and staff, it would be best to have a fire-suppression system for those dryers. The estimated cost of the fire -suppression system is $57,632. Facilities Management is requesting approval to transfer funding in the amount of $57,632 from the Capital Improvement Program/Building Improvement Fund to the Project Work Order Fund for the Jail East Annex Dryer Fire Protection System Project. This work will be performed by the annual contractors. Taub moved approval of the attached suggested Resolution. Supported by Fleming. Motion carried unanimously on a roll call vote with Long, Zack and Bowman absent. FINANCE COMMITTEE MINUTES Page 7 March 23, 2017 12. RADIO COMMUNICATION SYSTEM – UPDATE Deputy County Executive Bob Daddow indicated that per State statute, the Oakland County Board of Commissioners is required to set the surcharge rate for the radio communication system. There are some complications with setting the charge rate this year, which currently is .28 per device, per month as established by the statute. This rate has not been increased in two years. The problem is that the County does not know where the source of funds for the radio communications system will come from. The ESInet (Emergency Services IP Network) is the connection between the County, local communities and the telephone companies to handle communications relating to 9 -1-1 service was installed in 1963, and it is currently copper-based and not conducive to the technology . This is a problem for the entire State because telecommunication companies are changing over from copper to fiber. When the ESInet was installed, the equipment was obtained from one vendor (Harris), and the operations for the telecommunications from a vendor (TFN). Mr. Daddow indicated that the equipment purchase cannot be supported by the current State surcharge, which is at .19. The current cap for the State is .25. It is enough to cover operations of the ESInet, but not the capital needs , and the fund that the State is capturing these dollars in is running dry because of prior commitments for that fund and other ESInets that have been implemented. As a result, for some period of time the State Legislature has been asked by the communications folks to raise its 9-1-1 surcharge rate to .25 per device; however, it is uncertain if that would cover all the ESInet equipment upgrades in the entire State. It is estimated that it would cost $3.7 million in the first year to support the network and then over $2 million annually for the next five years. Projections are in draft form because Mr. Daddow is still waiting for some additional information. Last year the County consulted with an outside consultant , Black & Veatch, engineering consultants, for an analysis of this project. As a result, the following four -alternative solutions were suggested: 1. Replace Harris equipment with Harris equipment, but Harris has not been making investments into its equipment. 2. To replace the system with a simulcast system. Th is solution would allow Oakland County Information Technology to competitively bid the system in parts. 3. The Motorola system to be installed for the County . 4. Buy subscriber units from the Motorola State system. Mr. Daddow indicated that the Black and Veatch detailed report is currently in its draft form, but it should be complete within the next week. Mr. Daddow indicated that the County will follow Solution #2. The tower equipment will need to be replaced this year, which is an additional cost that was not considered last year. To cover the cost of this effort Mr. Daddow is projecting that the County surcharge should be raised by .04, bringing the County surcharge to .32 per device for current year, FY 2017 – FY 2018, effective July 1, 2017. Then July 1, 2018, Mr. Daddow is projecting an additional increase of .04 for the County surcharge. Commissioner Kowall suggested that it would be appropriate for County officials to reach out to State legislators via a letter, with a follow -up by phone call, regarding State 9 -1-1 fees. Mr. Daddow provided a document listing current 9-1-1 County Surcharges for the entire State of Michigan. Fleming moved to receive and file the Draft Summary of Capital Needs and the Michigan 9-1-1 County Surcharges documents. Supported by Kowall. Motion carried on a voice vote. FINANCE COMMITTEE MINUTES Page 8 March 23, 2017 RECESS AT 10:47 A.M. RECONVENED AT 10:4 9 A.M. CLOSED SESSION: DISCUSSION OF ATTORNEY CLIENT PRIVILEGED MEMO Zack 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 Long and Bowman absent. The meeting was closed at 10:49 a .m. The meeting resumed in open session at 11 :32 a.m. Fleming moved that Keith Lerminiaux be authorized to proceed in accordance with t he directives set forth in the C losed Session. Supported by Kowall. Motion carried on a roll call vote with Crawford voting no and Long and Bowman absent. 13. COUNTY EXECUTIVE AND WATER RESOURCES COMMISSIONER – WATER MAIN EXTENSION GREENCASTLE SUBDIVISION, FARMINGTON HILLS Mr. Lerminiaux, Corporation Counsel, presented a resolution that authorizes Corporation Counsel to negotiate an interlocal agreement with the City of Farmington Hills, con sistent with the discussion in Closed Session. Once negotiations are complete the Chairperson is authorized to sign the Interlocal Agreement. A separate resolution will be submitted for approval by the Board of Commissioners at a later date to authorize the required appropriation to be funded from the General Fund Balance Assignment for Catastrophic Claims. Zack moved approval of the attached suggested Resolution. Supported by Fleming. Motion carried on a roll call vote with Crawford voting no and Long and Bowman absent. OTHER BUSINESS/ADJOURNMENT There being no other business to come before the Committee, the meeting was adjourned at 11:35 a.m. ______________________________________ _________________________________ Pamela L. Worthington, Committee Coordinator Chris Ward, Administrative Director NOTE: The foregoing minutes are subject to Committee approval.