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HomeMy WebLinkAboutMinutes - 2017.04.20 - 37057 April 20, 2017 Chairperson Middleton called the meeting of the Finance Committee to order at 9:31 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, Christine Long, Shelley Goodman Taub, Hugh Crawford, Helaine Zack, David Bowman COMMITTEE MEMBERS ABSENT WITH NOTICE Wade Fleming OTHERS PRESENT CENTRAL SERVICES Karl Randall, Manager, Aviation CIRCUIT COURT John Cooperrider, Court Business Manager CLERK/REGISTER OF DEEDS Lisa Brown, Clerk/Register Joe Rozell, Director, Elections COMPLIANCE OFFICE Pam Weipert, Compliance Officer COUNTY EXECUTIVE Bob Daddow, Deputy County Executive II ECON. DEV. COMMUNITY AFFAIRS Dan Hunter, Deputy Director EQUALIZATION Dave Hieber, Equalization Officer Tiffany Jacob, Field Supervisor HUMAN RESOURCES Frank Russell, HR Analyst III Sara Kohn, HR Analyst II INFORMATION TECHNOLOGY Patricia Coates, Administrator Jeff Nesmith, Chief, CLEMIS Steve Murphy, Supervisor, Radio Communications MANAGEMENT AND BUDGET Laurie Van Pelt, Director FISCAL SERVICES Carol Morin, Chief Gaia Piir, Chief Ebru Adoglu-Jones, Supervisor II Yvonne Tipton, Supervisor II Stacey Smith, Analyst LaQuita Lowery, Analyst PARKS AND RECREATION COMMISSION Dan Stencil, Executive Officer PROSECUTOR’S OFFICE Emily McIntyre, Supervisor, Victim Rights SHERIFF’S OFFICE Mike McCabe, Undersheriff Mel Maier, Captain Dale Cunningham, Business Manager TREASURER’S OFFICE Fred Miller, Community Liaison WATER RESOURCES COMMISSIONER Razik Alsaigh, Civil Engineer III Sid Lockhart, Special Projects Manager 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 D. Crawford Helaine Zack David Bowman TOM MIDDLETON Chairperson EILEEN KOWALL Vice Chairperson DAVID WOODWARD Minority Vice Chairperson FINANCE COMMITTEE MINUTES Page 2 April 20, 2017 OTHERS PRESENT, cont’d. WATER RESOURCES COMMISSIONER Ben Lewis, Jr., Manager PLANTE & MORAN William Brickey, Audit Partner Tim St. Andrew, Senior Audit Manager BRANDON TOWNSHIP David Kwanis, Fire Chief CITY OF NOVI David Molloy, Public Safety Director OXFORD FIRE DEPARTMENT Pete Scholz, Chief CITY OF WEST BLOOMFIELD Mike Patton, Chief of Police BOARD OF COMMISSIONERS Chris Ward, Administrative Director Michael Andrews, Senior Analyst Connie Srogi, Analyst Pamela Worthington, Committee Coordinator PLEDGE OF ALLEGIANCE Chairperson Middleton led the Pledge of Allegiance. APPROVAL OF THE PREVIOUS MINUTES Taub moved approval of the previous minutes of March 23, 2017, as printed. Supported by Zack. Motion carried on a voice vote. PRESENTATION OF THE AGENDA Chairperson Middleton indicated that a Notice of Hearing from the City of Novi would be added to the agenda as Item E under Communications, and Item #6, MR #17073 – Water Resources Commissioner – Clinton River Water Resource Recovery Facility Drainage District Drain Bonds – Full Faith and Credit Resolution will be moved up on the agenda as the first item. Kowall moved approval of the agenda, as amended. Supported by Bowman. Motion carried on a voice vote. PUBLIC COMMENT David Molloy, Public Safety Director, City of Novi, spoke on behalf of various Oakland County police and fire departments to express support of the Court and Law Enforcement Management Information System (CLEMIS) and the proposed resolution on to day’s Finance agenda, Item #2, Establishment of Oakland County 9 -1-1 Charge Rate (Formerly Telephone Operating Surcharge) for the Period of July 1, 2017 to June 30, 2018. FY 2017/FY 2018/FY 2019 CONTINGENCY REPORT There are no items on today’s agenda tha t will affect the FY 2017 – FY 2019 Contingency balance. The General Fund Equity for FY 2017 will be reduced by $150,000 with the adoption of Item #5 for an equipment purchase in the Clerk’s/Register of Deeds Elections Division that is related to the 2017 Help America Vote Act grant acceptance. FINANCE COMMITTEE MINUTES Page 3 April 20, 2017 Long moved to receive and file the FY 201 7 Contingency Report. Supported by Taub. Motion carried on a voice vote. COMMUNICATIONS A. County Executive Compliance Office/Purchasing – Contract Exception Report for the April 20, 2017 Finance Committee Meeting B. Sheriff’s Office – 2017 MCOLES Law Enforcement Distribution Registration – Grant Application C. Health and Human Services – Homeland Security Division – FY 2018 Preparing Communities for a Complex Coordinated Attack Integrated Emergency Management Course (IEMC) Application Process – FEMA – Training Request D. Economic Development and Community Affairs Department – Community & Home Improvement Division – Program Year (PY) 2017/2018 Housing Education Program – Grant Application E. Notice of Public Hearing: City of Novi – April 24, 2017, at 7:00 p.m. at the City of Novi, Council Chambers, 45175 Ten Mile Rd., Novi, MI 48375 – Establishment of an Ind ustrial Development District and Industrial Facilities Exemption Certificate for 43043 West Nine Mile, LLC Taub moved to receive and file the items on Communications. Supported by Crawford Motion carried on a voice vote. REGULAR AGENDA 6. MR #17073 – WATER RESOURCES COMMISSIONER – CLINTON RIVER WATER RESOURCE RECOVERY FACILITY DRAINAGE DISTRICT DRAIN BONDS – FULL FAITH AND CREDIT RESOLUTION The Water Resources Commissioner is seeking approval of the sale of bonds to fund the Bio -Solids Handling and Septage Receiving Facility project. The bonds are not to exceed $42 million and are to be used to defray all or part of the cost of the Clinton R iver Water Resource Recovery Facility project. This project will allow for more efficient processing of sludge so that the remaining product can be sold as fertilizer. The Clinton River Water Resource Recovery Facility Drainage district will be assessed for the cost of the project, and the municipalities in the district include the City of Auburn Hills, the Charter Township of Independence, the City of Lak e Angelus, the Village of Lake Orion, the Charter Township of Oakland, the Charter Township of Orion, the Charter Township of Oxford, the Village of Oxford, the City of Pontiac, the City of Rochester, the City of Rochester Hills, the Charter Township of Waterford and the Charter Township of West Bloomfield. M r. Lockhart explained that the amount of assessment per community is broken up by flow; whoever has the most flow pays the most. Taub moved approval of the attached suggested Fiscal Note. Supported by Kowall. Motion carried on a roll call vote with Bowman voting no and Fleming absent. 1. FY 2016 INDEPENDENT AUDIT PRESENTATION Bill Brickey and Tim St. Andrew from Plante Moran provided the Finance Committee with the Independent Auditor’s Report for the year ended September 30, 2016. Mr. Brickey indicated that there are three primary deliverables: financial statements, the report to the Finance Committee, FINANCE COMMITTEE MINUTES Page 4 April 20, 2017 and a brief graph presentation. There will also be a nother report that will be provided by Plante Moran on compliance with grants that will be completed in May. The main deliverable is the opinion on the County’s financial statements, which is included in the Comprehensive Annual Financial Report (CAFR), and the County did receive an unmodified audit opinion, which means that the financial statements are in compliance with all the rules and regulations. There were some minor audit adjustments pertaining to accounts payable, including the reversal of certain prior year accruals in the amount of $323,819 and increasing certain current year accruals in the amount of $374,100. The auditor also identified an adjustment to decrease unbilled receivable and sewage disposals service revenue in the amount of $355,066. The County addressed them and adjustments were made in the financial statements. Mr. Brickey indicated that overall the County books and records were in great shape with no significant issues to discuss . Mr. St. Andrew gave a brief overview of the graph presentation, indicating that the General Fund Revenue total for year ended September 30, 2016 was about $402 million, which is up by $5 million from last year. For 2016, the State Equalized Value (SEV) was up 6.5 %, and the taxable value was up by 2%. This is the 5th year in a row for taxable value growth. General Fund Expenditures were approximately $407 million, which is an increase by ab out $16 million from last year. This increase is mainly due to the transfer of other funds. Personal Property Tax Reimbursement was estimated at about $1.8 million, and the actual was $3.2 million. Overall, all County departments were under budget for FY 2016. Ms. Sonkiss indicated that the CAFR is available on the County website. Taub moved to receive and file the audit report by Plante Moran. Supported by Long . Motion carried on a voice vote. 2. ESTABLISHMENT OF OAKLAND COUNTY 9 -1-1 CHARGE RATE (FORMERLY TELEPHONE OPERATING SURCHARGE) FOR THE PERIOD OF JULY 1, 2017 TO JUNE 30, 2018 Mr. Daddow indicated that there were a number of representatives from police agencies and fire departments in support of this resolution at today’s meeting, and he as ked them to introduce themselves. The legacy copper analog 9 -1-1 system is obsolete and is currently being replaced in Oakland County by a digital IP fiber optic network with greater redundancy, reliability, capacity, security and capabilities to process 21st century communications, which includes texts, photos and videos from emergency or crime scenes. At this time there is no way to know if the State will assist the County with the costs associated with the replacement of the copper analog 911 system. The State legislators have not requested to raise their 9 -1-1 operating surcharge from the current $.19. The current radio system requires major upgrades to support its current platform. However, the vendor is no longer investing research and develop ment dollars in this platform; therefore, it is not feasible to upgrade the current radio system. The County must consider a total radio system replacement. The Oakland County Budget Task Force and the CLEMIS Radio Communications Oversight Committee, which includes law enforcement, fire, medical, administration and other representatives, unanimously agreed at a meeting on April 10, 2017 to a $.04 per device per month increase of the 9-1-1 operating surcharge. The resolution reflects the approval of the 9 -1-1 charge of $.32 per month, per device as defined by Michigan statutes for the period of July 1, 2017 through June 30, 2018. A budget amendment is recommended to the Radio Communications Fund for FY 2017, FY 2018 and FY 2019 to reflect this increase. Kowall moved approval of the attached suggested Resolution. Supported by Woodward. Motion carried on a roll call vote with Woodward voting no and Fleming absent. FINANCE COMMITTEE MINUTES Page 5 April 20, 2017 3. PROSECUTING ATTORNEY – FISCAL YEAR 2017 CRIME VICTIMS’ RIGHTS WEEK GRANT APPLICATION/ACCEPTANCE The Prosecuting Attorneys Association of Michigan and the Michigan Department of Health and Human Services has awarded the Oakland County Prosecuting Attorney’s office $350 in grant funding through the Crime Victim Rights Week progr am for the period of October 1, 2016 through September 30, 2017. The resolution authorizes the acceptance of the $350 in grant funding. There is no County match required. The funding is utilized to assist prosecuting attorneys in the s tate to raise awareness by creating displays publicizing county victim agencies, and to distribute notepads and pens. A budget amendment is required. Kowall moved approval of the attached suggested Fiscal Note. Supported by Bowman. Motion carried unanimously on a roll call vote with Fleming absent. 4. SHERIFF’S OFFICE – MENTAL HEALTH DIVERSION COUNCIL – 2017 (2017-0114) – GRANT ACCEPTANCE The Oakland County Community Mental Health Authority (OCCMHA) has awarded the Oakland County Sheriff’s Office $17,270 in grant fundin g through the 2017 Mental Health Diversion Council Grant program. The Sheriff’s Office has received funding through this grant for the last couple of years. This year’s funding will provide training for 32 deputies and officers from outside agencies . This year Birmingham, Farmington Public Safety, Southfield, Oakland County Sheriff’s Office, Ferndale, West Bloomfield and Auburn Hills will participate in this training . So far 81 patrol deputies, 30 dispatchers, and 26 from outside agencies have been trained last year. Undersheriff McCabe has indicated success with this program. Prior to this grant, in 2014, there were 221 people diverted countywide, and after the grant started in 2015, there were 431, and in 2016 , 485 were diverted. There is no County match required. Zack moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote with Fleming absent. 5. CLERK/REGISTER OF DEEDS – ELECTIONS DIVISION – 2017 HELP AMERICA VOTE ACT (HAVA GRANT ACCEPTANCE AND EQUIPMENT PURCHASE The Clerk/Register of Deeds is seeking approval of the 2017 Help America Vote Act (HAVA) Grant Acceptance from the Michigan Department of State to receive voting equipment valued at $228,920. The grant period is from March 1, 2017 through April 30, 201 8. Clerk Brown indicated that three vendors were identified by the State. Out of the three Hart Intercivic, Inc. was chosen. There is no County match required, and the State will pay the vendor directly . Bowman moved approval of the attached suggested Fiscal Note. Supported by Kowall. Motion carried unanimously on a roll call vote with Fleming absent. FINANCE COMMITTEE MINUTES Page 6 April 20, 2017 7. DEPARTMENT OF CENTRAL SERVICES – OAKLAND COUNTY INTERNATIONAL AIRPORT – 2017 GRANT PROGRAM ACCEPTANCE – AIRCRAFT RESCUE FIRE FIGHTING (ARFF) TRAINING The Department of Central Services is seeking approval of a grant in the amount not to exceed $2,000 for Aircraft Rescue and Fire Fighting (ARFF) training, which is provided by a vendor using a mobile fire training unit at the Oakland County International Airport. The total cost of the training is approximately $8,000, with an additional estimated fuel cost of $1,000. The remaining $6,000 of the cost of the training will come from the Fringe Benefit I n-Service Training budget. Mr. Randall indicated that the training will take place in September of this year. Long moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote with Fleming absent. 8. PARKS & RECREATION – AMENDMENT TO GRILL ROOM STAFFING The Parks and Recreation Commission has now assumed the grill room at White Lake Oaks and Lyon Oaks County Parks. To support management and operations of those grill rooms, the Parks and Recreation Commission is seeking approval of a resolution to create one part -time, non-eligible position at each of the parks’ grill rooms (total of 2 positions), and to add 500 hours to the Second Cook and Parks Helper classifications. Kowall moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote with Fleming absent. 9. MR #17072 - DEPARTMENT OF FACILITIES MANAGEMENT – APPROVAL AND ACCEPTANCE OF JOINT PROJECT AGREEMENT (JPA) W ITH THE U.S. DEPARTMENT OF COMMERCE (USDOC) FOR USE OF SPACE LOCATED IN THE ANNEX I BUILDING The Department of Facilities Management is seeking continuation of a lease that the U.S. Department of Commerce has with Oakland County for an in -kind lease of office space in the Administrative Annex I building for the period of January 2017 through September 30, 2017. Crawford moved approval of the attached suggested Fiscal Note. Supported by Taub. Kowall moved to report to amend the agreement, “Program Rec ommendation for Payment of Invoices ” to correct the “Partner in Kind” amount from $167,525 to $147,525 . Supported by Taub. Motion to report to amend carried unanimously on a roll call vote with Fleming absent. Main motion carried unanimously on a roll c all vote with Fleming absent. 10. MR #17080 – BOARD OF COMMISSIONERS – PROFESSIONAL SERVICES CONTRACT FOR GOVERNMENT RELATIONS CONSULTING AND LOBBYING SERVICES The resolution authorizes Purchasing to issue a professional services contract with Public Affairs FINANCE COMMITTEE MINUTES Page 7 April 20, 2017 Associates LLC (PAA) as the government relations consulting firm to represent the interests of the Oakland County Board of Commissioners for a term of three years, commencing July 1, 2017 through June 30, 2020, with an optional two one -year extensions. In addition, the resolution authorizes a monthly fee of $5,000 for services rendered. No budget amendment is recommended as sufficient funds are available in the FY 2017 – FY 2019 budgets. Woodward moved approval of the attached suggested Fiscal N ote. Supported by Kowall. Motion carried on a roll call vote with Zack voting no and Fleming absent. 11. DEPARTMENT OF MANAGEMENT & BUDGET – 2017 EQUALIZATION REPORT Mr. Hieber presented the 2017 Equalization Report and gave a brief overview of the report . The recommended total 2017 Equalized Value is $69,008,352,209, which is a 6.03% increase. The resulting Taxable value is $54,723,743,027, which is a 3.67% increase. Crawford moved approval of the attached sugge sted resolution. Supported by Taub. Motion carried unanimously on a roll call vote with Fleming absent. 12. COUNTY EXECUTIVE – BUDGET PROJECTIONS FOR FY 2017 – FY 2022 (LONG -RANGE FISCAL PLAN) Ms. VanPelt gave a brief overview of the Long -Range Fiscal Plan Summary Report. This report serves as a preliminary basis for the development of the County Executive’s Recommended Triennial Budget for FY 2018 through FY 2020 . The FY 2017 through FY 2022 Fiscal Plan analysis currently indicates that it will not be necessary to assign departmental budget tasks for the current budget development cycle. The Fiscal Plan is balanced through FY 2022. Taub moved to receive and file the Budget Projections for FY 2017 – FY 2022 (Long-Range Fiscal Plan). Supported by Kowall. Motion carried on a voice vote. OTHER BUSINESS/ADJOURNMENT There being no other business to come before the Committee, the meeting was adjourned at 11:48 a.m. ______________________________________ _________________________________ Pamela L. Worthington, Committee Coordinator Chris Ward, Administrative Director NOTE: The foregoing minutes are subject to Committee approval.