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HomeMy WebLinkAboutMinutes - 2017.06.08 - 37071 June 8, 2017 Chairperson Middleton called the meeting of the Finance Committee to order at 9:35 a.m. in Committee Room A of the Commissioners' Auditorium Wing, County Service Center in Pontiac, Michigan. COMMITTEE MEMBERS PRESENT Thomas Middleton, Eileen Kowall, Helaine Zack, Christine Long, Shelley Goodman Taub, Hugh Crawford, David Woodward COMMITTEE MEMBERS ABSENT WITH NOTICE Wade Fleming and David Bowman OTHERS PRESENT CHILDREN’S VILLAGE Jody Overall, Manager CIRCUIT COURT Dave Bilson, Deputy Court Administrator John Cooperrider, Business Manager Erin O’Brien, Chief, Adoptions & Juvenile Svcs. COMMUNITY CORRECTIONS Barb Hankey, Manager Eric Schmidt, Chief COUNTY EXECUTIVE Phil Bertolini, Deputy County Exec./CIO EQUALIZATION Dave Hieber, Equalization Officer FACILITIES MANAGEMENT Art Holdsworth, Director Ed Joss, Manager, Facilities Planning & Eng. Jason Warner, Supervisor, Facilities Planning & Eng. HEALTH AND HUMAN SERVICES Kathy Forzley, Director HUMAN RESOURCES Hailey Seguin, Analyst INFORMATION TECHNOLOGY Tammi Shepherd, Chief, Application Services Mary Morgan, Supervisor MANAGEMENT AND BUDGET Laurie Van Pelt, Director FISCAL SERVICES Lynn Sonkiss, Manager Gaia Piir, Chief Ebru Adoglu-Jones, Supervisor II Kim Elgrably, Analyst Terri Brockmiller, Analyst Antonio Pisacreta, Analyst LaQuita Lowery, Analyst Stacey Smith, Analyst PARKS AND RECREATION COMMISSION Dan Stencil, Executive Officer SHERIFF’S OFFICE Mike McCabe, Undersheriff Dale Cunningham, Fiscal Officer BOARD OF COMMISSIONERS Chris Ward, Administrative Director Michael Andrews, Senior 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 D. Crawford David Woodward David Bowman TOM MIDDLETON Chairperson EILEEN KOWALL Vice Chairperson HELAINE ZACK Minority Vice Chairperson FINANCE COMMITTEE MINUTES Page 2 June 8, 2017 OTHERS PRESENT , cont’d. BOARD OF COMMISSIONERS Connie Srogi, Analyst Pamela Worthington, Committee Coordinator PLEDGE OF ALLEGIANCE Chairperson Middleton led the Pledge of Allegiance. APPROVAL OF THE MINUTES FROM PREVIOUS MEETING Kowall moved approval of the minutes from May 18, 2017, as printed. Supported by Zack. Motion carried on a voice vote. PRESENTATION OF THE AGENDA Kowall moved approval of the agenda, as printed. Supported by Woodward. Motion carried on a voice vote. PUBLIC COMMENT None. FY 2017/FY 2018/FY 2019 CONTINGENCY REPORT There are no items on today’s agenda that will affect the FY 2017 – FY 2019 Contingency balance. The FY 2017 – FY 2019 Security Reserve ba lance will be decreased by $28,000 with the adoption of Item #18 on today’s agenda. The 2017 General Fund Equity will be decreased by $191,153 with the adoption of Items #15 #16 and #18. The Contingency Report includes an updated West Nile Virus Distribution report. Zack moved to receive and file the FY 2017 Contingency Report . Supported by Taub. Motion carried on a voice vote. REGULAR AGENDA 1. MR #17163 – CIRCUIT COURT – POSITION CREATIONS AND POSITION RECLASSIFICATION The Michigan Supreme Court’s Administrative Office (SCAO) conducted a case load analysis that reflects that the Oakland County Family Court has a judicial need. There are currently six (6) judges assigned to the Family Court docket. In light of this information, the Circuit Court will be requesting a 20th judgeship to take the bench on January 1, 2019. In the meantime, the Circuit Court is requesting the creation of one (1) General Fund/General Purpose (GF/GP) Full -Time Eligible Court Clerk and one (1) GF/GP part -time Non-Eligible Court Clerk with a sunset date of December 31, 2018 in the Judicial Administration Division and the creation of one (1) GF/GP Full - Time Eligible Office Assistant I in the Family Court, Judicial Support Division. In addition, the Circuit Court is requesting the reclassification of one (1) GF/GP Full-Time Eligible Senior Psychologist FINANCE COMMITTEE MINUTES Page 3 June 8, 2017 position to Chief Clinical Services. A budget amendment is required. Taub moved approval of the attached suggested Fiscal Note. Supported by Long. Crawford moved to report to amend the 1st BE IT FURTHER RESOLVED paragraph, as follows: BE IT FURTHER RESOLVED to create one (1) GF/GP Part -Time Non-Eligible 1,000 hours per year Court Clerk with a sunset date of December 31, 2018 in the Judicial Administration Division (#3010101). Supported by Taub. Motion to amend carried unanimously on a roll call vote with Fleming and Bowman absent. Main motion carried on a roll call vote with Woodward voting no and Fleming and Bowman absent. 2. SHERIFF’S OFFICE – MARINE PATROL SERVICES AGREEMENT WITH THE CHARTER TOWNSHIP OF BLOOMFIELD 2017/2018 The Sheriff’s Office is seeking approval of a Marine Patrol Services Agreement between the Oakland County Sheriff’s Office and the Charter Township of Bloomfield. The purpose of this agreement is for the provision of Sheriff Patrol services on the lakes in the Township. To support these services the Sheriff’s Office is requesting the creation of one (1) General Fund/General Purpose part-time, non-eligible 80 hours per year Marine Deputy. The effective date of the agreement is June 17, 2017 through September 30, 2018. Commissioner Taub thanked the Sheriff’s Office for their services on Memorial Day . Taub moved approval of the attached suggested Fiscal Note. Supported by Kowall. Motion carried unanimously on a roll call vote with Fleming and Bowman absent. 3. MR #17162 – SHERIFF’S OFFICE – DONATION ACCEPTANCE OF FIRST RESPONDER KITS Operation Gratitude, a 501(c)(3) non -profit organization, would like to donate First Responder Kits to the Oakland County Sheriff’s Office to support law enforcement. These kits are estimated at $25- $30. These kits include items such as healthy snacks, e nergy drinks and pocket-size essentials like hand sanitizer, lip balm, wipes and Paracord bracelets. The Sheriff’s Office has indicated that 1,500 will be donated with an estimated total value of $37,500. Undersheriff McCabe indicated that the Deputies will keep some of these kits in their cars. A budget amendment is not required. Kowall moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote with Fleming and Bowman absent. FINANCE COMMITTEE MINUTES Page 4 June 8, 2017 4. PARKS AND RECREATION – 2017 CLARKSTON AREA OPTIMIST CLUB GRANT ACCEPTANCE – ARCHERY RANGE DEVELOPMENT The Parks and Recreation Commission is seeking approval of a grant acceptance in the amount of $6,800 from the Clarkston Area Optimist Club. The funds will be used to create an archery range at Independence Oaks County Park. A budget amendment is recommended. Chairperson Middleton indicated that he would abstain from voting on this item because his wife is the President of the Clarkston Area Optimist Club. Mr. Stencil thanked Chairperson Middleton and his wife for this opportunity. Crawford moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote with Middleton abstaining and Fleming and Bowman absent. 5. PARKS AND RECREATION – 2017 CLARKSTON AREA OPTIMIST CLUB GRANT ACCEPTANCE – FISHING DERBY AT INDEPENDENCE OAKS The Parks and Recreation Commission is seeking approval of a grant acceptance in the amount of $1,325 from the Clarkston Area Optimist Club. The funds will be used for a fishing derby event at Independence Oaks County Park on June 17, 2017. A budget amendment is recommended. Chairperson Middleton indicated that he would abstain from voting on this item because his wife is the President of the Clarkston Area Optimist Club. Mr. Stencil thanked the Clarkston Area Optimist Club for this opportunity. The fishing derby event will be from 9:00 a.m. – 12:00 p.m., and it is limited to 75 kids. Kowall moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote with Middleton abstaining and Fleming and Bowman absent. 6. PARKS AND RECREATION – 2017 FAIR FOOD NETWORK DOUBLE UP FOOD BUCKS PROGRAM AWARD ACCEPTANCE The Parks and Recreation Commission is seeking approval of a grant acceptance in the amount of $15,000 from the Fair Food Network through its Double Up Food Bucks Program. The funds will be used as matching dollars for SNAP benefits recipients to spend on fresh fruits and vegetables at the Oakland County Farmers Market. A budget amendment is not required. Mr. Stencil indicated that the Parks and Recreation Commission had $13,000 left over from last year that they will be reallocating for the SNAP program. Ms. Forzley indicated that there is the WIC program and other collaborative groups such as Healthy Pontiac that the Health Division will be working with to make people aware of this program. Long moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote with Fleming and Bowman absent. FINANCE COMMITTEE MINUTES Page 5 June 8, 2017 7. MR #17161 – FACILITIES MANAGEMENT/PARKS AND RECREATION COMMISSION – ADDISON OAKS – ATKINS – DOVBENKO LEASE Facilities Management and the Parks and Recreation Commission ar e seeking approval of a five- year lease between the County of Oakland and Viacheslav (Slava) Atkins -Dovbenko. The lease agreement is for a 1,600 square foot house located at 1480 West Romeo Road, Leon ard, MI 48367, on the grounds of Addison Oaks County Pa rk. The period of the lease is June 1, 2017 through December 31, 2021. The rent starts at $700 per month for the first six months, and then increases in January of each year, bringing the monthly rental amount to $758 in 2021. A budget amendment is not required because rental revenue is already included in the Parks and Recreation Commission budget. Taub moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote with Fleming and Bowman absent. 8. HUMAN RESOURCES DEPARTMENT – RESOLUTION EXEMPTING OAKLAND COUNTY GOVERNMENT FROM PA 152 OF 2011 FOR CALENDAR YEAR 2018 The Human Resources Department is seeking approval of a resolution that exempts Oakland County from the requirements of Public Act 152 for calendar year 2018. The Publicly Funded Health Insurance Contribution Act (Act 152 of 2011) was enacted on September 27, 2011. The Act imposes certain limits on the amount of employee health coverage that can be paid for by a public employer. Every year Human Resources staff looks at the limit set by the State Treasurer. This limit is based on the change in the medical care component of the U nited States Consumer Price Index. Cities and counties can opt out with the caveat that it is for only one year at a time . Kowall moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote with Fleming and Bowman absent. 9. DEPARTMENT OF HEALTH AND HUMAN SERVICES/CHILDREN’S VILLAGE – RESOLUTION TO APPROVE UPGRADE OF THE KRONOS/TELESTAFF TIMEKEEPING AND SCHEDULING SOFTWARE The Department of Health and Human S ervices/Children’s Village is requesting approval of the upgrade of Children’s Village Kronos Workforce Central timekeeping/payroll software and Telestaff staff scheduling software for a one -time cost of $57,692, which includes the Kronos upgrade fee of $25,692 and one-time upgrade fee for Telestaff of $32,000. The current software is outdated and no longer supported. Funding is available to be transferred from the Department of Health and Human Services Administrative budget to the Children’s Village bud get. A revised Fiscal Note was provided to change the account number and name under the Expenses line item. Taub moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote with Fleming and Bowman absent. FINANCE COMMITTEE MINUTES Page 6 June 8, 2017 10. DEPARTMENT OF PUBLIC SERVICES/COMMUNITY CORRECTIONS – MICHIGAN DEPARTMENT OF CORRECTIONS, OFFICE OF COMMUNITY CORRECTIONS, COMMUNITY CORRECTIONS COMPREHENSIVE PLAN AND APPLICATION FOR FY 2018 PA 511 of 1988 requires that the County Board or Boards of Commissioners of the County shall approve the proposed comprehensive plan prepared by their advisory board. The resolution approves an application to request $1,743,023 from the State Office of Com munity Corrections for FY 2018 to support the continuation of programs designed to divert felony offenders from prison into local jail or sentencing alternatives. Oakland County has been receiving Community Corrections funds from the State of Michigan since 1994. Zack moved approval of the attached suggested Fiscal Note. Supported by Kowall. Motion carried unanimously on a roll call vote with Fleming and Bowman absent. 11. DEPARTMENT OF PUBLIC SERVICES/COMMUNITY CORRECTIONS DIVISION – OAKLAND COUNTY COMMUNITY CORRECTIONS INTERLOCAL AGREEMENT WITH OAKLAND COMMUNITY HEALTH NETWORK FOR SERVICES Community Corrections is seeking approval of an interlocal agreement between Oakland County and the Oakland Community Health Network for Community Corrections. Pursuant to the agreement, the Oakland Community Health Network (OCHN) will provide services such as mental health assessments of offenders who are referred to Oakland County Community Corrections (OCCC), and OCCC will reimburse the OCHN for the services in not to exceed amounts of $15,000 for the remainder of FY 2017, $45,00 0 for FY 2018 and FY 2019. No budget amendment is required. Crawford moved approval of the attached suggested Fiscal Note. Supported by Taub. Taub moved to report to recommend an amendment of Exhibit II of the agreement, as follows: Exhibit II: Scope of Services, last sentence of the first (1 st) paragraph: The agreement shall remain in effect through FY19 unless terminated according to provisions in section 12 13. Supported by Crawford. Motion to amend carried unanimously on a roll call vote with Fleming and Bowman absent. Main motion carried unanimously on a roll call vote with Fleming and Bowman absent. 12. FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING – NORTH OAKLAND HEALTH CENTER SKYLIGHTS REPLACEMENT PROJECT The skylights in the North Oakland Health Center are approximately 40 years old, an d they have broken seals, causing water leaks. Bids were solicited for the project, and the lowest responsible bidder for the skylight replacement project is Hewett Company of Pontiac, Michigan. The estimated project cost is $292,500, which includes $238 ,500 for the skylights, $9,000 for architectural service and $45,000 for contingency. FINANCE COMMITTEE MINUTES Page 7 June 8, 2017 Taub moved approval of the attached suggested Resolution. Supported by Long. Motion carried unanimously on a roll call vote with Fleming and Bowman absent. 13. FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING – 2017 ROOF REPLACEMENT PROGRAM PROJECTS There is a line item under Capital Improvement for annual roof replacement. For this year Facilities Management has identified the Jail Annex and Visitation facility as the roof most in need. The roof was installed in 1989, and the warranty expired in 1999. Bids were solicited for the project, and the lowest responsible bidder is LaDuke Roofing & Sheet Metal, Oak Park, Michigan. The estimated project cost is $555,500, which includes $500,400 for the lightning protection, removal and replacement of the roof, $3,850 for maintenance and electrical and a contingency of $51,250. Crawford moved approval of the attached suggested Resolution. Supported by Taub. Motion carried unanimously on a roll call vote with Fleming and Bowman absent. 14. FACILITIES PLANNING & ENGINEERING/SHERIFF’S OFFICE – RENOVATION OF PATROL SERVICES BUILDING EXTERIOR PROJECT The Patrol Services Building is in need of some exterior renovations. T he project includes the removal and replacement of the exterior T -11 wood siding and trim boards with new cement board siding and trim, demolition of the masonry planter box, replacement of the screen wall around the dumpster enclosure and the removal and replacement of exterior caulking at all windows and door frames. Bids were solicited for the project, and the lowest responsible bidder is National Restoration, Inc. The estimated project cost is $148,650, including $115,650 for the contract with National Restoration, Inc., $13,000 for architectural drawings and specs and a $20,000 contingency. Taub moved approval of the attached suggested Resoluti on. Supported by Kowall. Motion carried unanimously on a roll call vote with Fleming and Bowman absent. 15. FACILITIES PLANNING & ENGINEERING (FPE)/SHERIFF’S OFFICE (SO) – JAIL KITCHEN FLOORING AND DISHWASHER REPLACEMENT PROJECT The jail kitchen floor is about 6000 square feet, and due to water and harsh chemicals the tile and grout has been damaged and needs replacing. During renovation the equipment in the kitchen will be removed temporarily to the gymnasium where inmates will be served . Freezer and re frigerator trailers will be rented to store foods during renovation. The tile will be replaced with a non- permeable, non-skid surface over the cement sub-floor. In addition, once equipment is brought back into the kitchen, the plumbing will need to be re done. In tandem with the project, two dishwashers will be replaced. The County’s annual contractor, George W. Auch Company, bid the various trades, and the estimated cost of the project is $1,119,780, which includes $38,380 in architectural and engineering costs, $25,000 in project management fees, $12,500 in trades and security costs, $60,000 in contingency costs, $160,579 for the dishwashers and $823,321 in remodeling costs. The project is scheduled to begin on July 9th, and the anticipated c ompletion date is by September. Commissioner Woodward requested that Facilities Ma nagement provide the Commissioners with the bid summary from the annual contractor, which will include information about the subcontractors for this project. FINANCE COMMITTEE MINUTES Page 8 June 8, 2017 Taub moved approval of the attached suggested Resolution. Supported by Crawford. Motion carried unanimously on a roll call vote with Fleming and Bowman absent. 16. BOARD OF COMMISSIONERS TRI-PARTY PROGRAM – ADDITIONAL APPROPRIATION FOR THE CHARTER TOWNSHIP OF OXFOR D – PROJECT NO. 53331 The resolution reflects that the Oakland County Board of Commissioners approves an additional appropriation of $32,678 (over 15%) for the Charter Township of Oxford Tri-Party program, which brings the total County share to $93,046. The initial appropriation for this project was approved by the Board of Commissioners in 2016 via MR #16160. The funds are available in the General Fund Assigned Fund Balance for Tri-Party funding. Kowall moved approval of the attached suggested Resoluti on. Supported by Taub. Motion carried unanimously on a roll call vote with Fleming and Bowman absent. 17. BOARD OF COMMISSIONERS – 2017 PARKS AND RECREATION PROPERTY TAX LEVY The resolution reflects that the Oakland County Board of Commissioners author izes the 2017 December tax levy in the amount of 0.2368 mills for Oakland County Parks and Recreation activities, to be applied to the 2017 Taxable Value of all property located within their respective jurisdictions. The 0.2368 mills tax levy is estimated to generate $12,941,138. This tax rate is the maximum allowable tax rate after applying the “Headlee” millage reduction. Pursuant to the resolution 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 2017 December Levy. Crawford moved approval of the attached suggested Resolution. Supported by Long. Motion carried unanimously on a roll call vote with Fleming and Bowman absent. 18. DEPARTMENT OF MANAGEMENT AND BUDGET – FISCAL YEAR 2017 SECOND QUARTER FINANCIAL FORECAST AND BUDGET AMENDMENTS The resolution accepts the Fiscal Year 2017 Second Quarter Financial Forecast and Budget Amendments. Ms. Sonkiss gave a brief overview of the FY 2017 Second Quarter Report. The report indicates that the County will complete FY 2017 with a projected overall favorable variance of $15,498,163 in General Fund/General Purpose (GF/GP) operations, which is spl it between receiving $1,848,363 more revenue than anticipated and a projected favorability in expenditures of $13,649,800. The departments of the Sheriff’s Office, Water Resources Commissioner and Facilities Management are projected to be unfavorable at the end of the Fiscal Year. The Sheriff’s Office continued to use overtime to manage their operations because of a large number of vacant positions and employees on leave resulting in a projected $6 98,300 unfavorability by the end of FY 2017. The unfavorability is partially offset by favorable salaries and fringe benefits for the vacant positions. The department of the Water Resources Commissioner is projected to be unfavorable in the FINANCE COMMITTEE MINUTES Page 9 June 8, 2017 amount of $100,000 because of training and Drain Equipment Labor exp enditures for employees that cannot be charged to other funds. This unfavorability is offset by favorable revenues of $230,000 for Reimbursement General and Soil Erosion Fees. Facilities Management is projected to be $8,000 unfavorable in personnel expenditures due to employees placed at higher merit step than budgeted position. This unfavorability is partially offset by a favorable prior year revenue of $6,112. Ms. Van Pelt and Ms. Sonkiss addressed questions posed by the Commissioners. Kowall moved approval of the attached suggested Resolution. Supported by Zack. Motion carried unanimously on a roll call vote with Fleming and Bowman absent. OTHER BUSINESS/ADJOURNMENT Undersheriff McCabe spoke briefly about the Gun Lock Safety press conference that occurred on June 6, 2017 . The purpose of the press conference was to promote gun safety and offer gun locks to the communities in Oakland County. Undersheriff McCabe indicated that citizens can pick up gun locks at various police stations in the County, and Deputies also have them available in their patrol cars. There being no other business to come before the Committee, the meeting was adjourned at 10:55 a.m. ______________________________________ _________________________________ Pamela L. Worthington, Committee Coordinator Chris Ward, Administrative Director NOTE: The foregoing minutes are subject to Committee approval.