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HomeMy WebLinkAboutMinutes - 2017.07.13 - 37080 July 13, 2017 Chairperson Middleton called the meeting of the Finance Committee to order at 9:30 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, Wade Fleming, Hugh Crawford, David Woodward, David Bowman COMMITTEE MEMBERS ABSENT WITH NOTICE None OTHERS PRESENT ANIMAL CONTROL Joanie Toole, Chief CHILDREN’S VILLAGE Jody Overall, Manager COMMUNITY AND HOME IMPROVEMENT Karry Rieth, Manager Kathy Williams, Supervisor, Housing Counseling Mike Pucher, Compliance Officer COUNTY EXECUTIVE Bob Daddow, Deputy County Executive II Matt Gibb, Deputy County Executive I COMPLIANCE OFFICE Pam Weipert, Compliance Officer Scott Guzzy, Purchasing Admin. FACILITIES MANAGEMENT Ed Joss, Manager, Facilities Planning & Eng. HEALTH AND HUMAN SERVICES Kathy Forzley, Director HUMAN RESOURCES Hailey Seguin, Analyst INFORMATION TECHNOLOGY Mike Timm, Director MANAGEMENT AND BUDGET Laurie Van Pelt, Director EQUALIZATION Dave Hieber, Equalization Officer FISCAL SERVICES Lynn Sonkiss, Manager Gaia Piir, Chief Ebru Adoglu-Jones, Supervisor II Katie West, Grant Compliance/Program Coord. Kim Elgrably, Analyst Terri Brockmiller, Analyst Leo Lease, Analyst LaQuita Lowery, Analyst Stacey Smith, Analyst PROSECUTOR’S OFFICE Emily McIntyre, Supervisor SHERIFF’S OFFICE Robert Smith, Major Dale Miller, Captain Anthony Spencer, Lieutenant William Christensen, Deputy/Pilot 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 July 13, 2017 OTHERS PRESENT, cont’d. SUPPORT SERVICES Todd Birkle, Manager TREASURER’S OFFICE Jody DeFoe, Chief Deputy Treasurer Fred Miller, Liaison INDEPENDENCE TOWNSHIP Robert Roth, CIA Chair Kimberly Feigley, Director of Assessing Dick Carlisle, Planning Consultant LEVASSEUR & DEFRANK, P.C. Denice LeVasseur, Attorney 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 MINUTES FROM PREVIOUS MEET ING Crawford moved approval of the minutes from June 8, 2017 and June 15, 2017 , as printed. Supported by Zack. Motion carried on a voice vote. PRESENTATION OF THE AGENDA Chairperson Middleton indicated that a resolution titled, “Board of Commissioners – Proposed Independence Township Corridor Improvement Authority Tax Capture Amendment” would be added to the Agenda as Item #18, and it will be taken up as the first item on the Regular Agenda. Taub moved approval of the agenda, as amended. Supported by Fleming . 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 Capital Outlay – Miscellaneous balance will be decreased by $75,738 with the approved memo for Circuit Court – Jury Assembly Room Furnit ure Replacement, leaving a balance of $117,764 . Corrected pages 10 – 13 were provided. The General Fund Equity During FY 2017 balance will be reduced by $602,827 with the adoption of MR #17172 for the BOC Position Deletion/Position Creations and Webcasting System Project, Items 1a and 1b for Tri -Party Road Improvement Program funds and Item 2 on today’s agenda . The Contingency Report includes the West Nile Virus Distribution Balance s for FY 2017. FINANCE COMMITTEE MINUTES Page 3 July 13, 2017 Fleming moved to receive and file the Continge ncy Report. Supported by Taub. Motion carried on a voice vote. COMMUNICATIONS A. County Executive Compliance Office/Purchasing – Contract Exception Report for the July 13, 2017 Finance Committee Meeting B. Circuit Court – FY 2018 Michigan Drug Court Grant Program (MDCGP) – Adult Treatment Court - Application C. Circuit Court – FY 2018 Michigan Drug Court Grant Program (MDCGP) – Juvenile Drug Court - Application D. 52-1 District Court (Novi) – FY 2018 Michigan Drug Court Grant Program (MDCGP) – Application E. 52-2 District Court (Clarkston) – FY 2018 Michigan Drug Court Grant Program (MDCGP) – Application F. 52-3 District Court (Rochester Hills) – FY 2018 Michigan Drug Court Grant Program (MDCGP) – Application G. 52-4 District Court (Troy) – FY 2018 Michigan Drug Cour t Grant Program (MDCGP) – Application H. Prosecuting Attorney – FY 2018 Victim Rights – Grant Application I. Sheriff’s Office – FY 2018 Auto Theft Prevention Authority (ATPA) Grant Application J. Sheriff’s Office – 2017 Bulletproof Vest Partnership (BVP) Program Gr ant Application K. Health and Human Services – Health Division – 2017 Engaging in Regular Physical Activity Grant Application L. Health and Human Services – Health Division – 2017 Michigan Local Food Council Network Seed Grant Program Application M. CLEMIS Funds – Financial Statements and Schedules for the Second Quarter Ended March 31, 2017 N. Highland Downtown Development Authority (HDDA) – 2016 Annual Tax Increment Financing Report O. Independence Township Corridor Improvement Authority (CIA) – Corridor Improvement Authority 2016 Annual Report P. Treasurer’s Office – Annual Report of Balance in Land Sale Proceeds Account Q. Notice of Hearing: City of Novi – June 19, 2017 at 7:00 p.m. RE: Industrial Facilities Exemption Certificate for New Real Property and Personal Property f or Hino Motor Sales U.S.A located at 41180 Bridge Street, Novi, MI 48375 Fleming moved to receive and file the Communications items. Supported by Taub. Motion carried on a voice vote. CONSENT AGENDA 1. a. MR #17181 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2017 APPROPRIATION – TOWNSHIP OF HOLLY – 2017 GRAVEL ROAD PROGRAM – PROJECT NO. 53762 The resolution, which was introduced by Commissioner Bob Hoffman, authorizes the release of $8,333 (Oakland County’s 1/3 share) in Tri -Party Road Improvement Program funds from the FINANCE COMMITTEE MINUTES Page 4 July 13, 2017 Oakland County Designated Fund Balance for a project submitted by the Township of Holly that consists of spreading of gravel and chloride on various roads within the Township . A copy of the Cost Participation Agreement is included, and a budget amendment of $8,333 is recommended. Any additional project costs less than 15% of the original agreement will be honored under this agreement. Project costs exceeding 15% will require an additional resolution and approval. The work is expected to be completed this summer. 1. b. MR #17183 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2017 APPROPRIATION – CITY OF FARMINGTON HILLS – CONCRETE SLAB REPLACEMENT ON 12 MILE ROAD – PROJECT NO. 53461 The resolution, which was introduced by Commissioner Marcia Gershenson, authorizes the release of $199,698 (Oakland County’s 1/3 share) in Tri -Party Road Improvement Program funds from the Oakland County Designated Fun d Balance for a project submitted by the City of Farmington Hills that consists of concrete slab replacement work on 12 Mile Road from Hag gerty Road to Farmington Road. A copy of the Cost Participation Agreement is included, and a budget amendment of $199,698 is recommended. Any additional project costs less than 15% of the original agreement will be honored under this agreement. Project costs exceeding 15% will require an additional resolution and approval. Construction on this project is expected to be gin this summer. Zack moved approval of the attached suggested Fiscal Notes on the Consent Agenda. Motion carried unanimously on a roll call vote with Woodward absent. REGULAR AGENDA 18. BOARD OF COMMISSIONERS – PROPOSED INDEPENDENCE TOWNSHIP CORRIDOR IMPROVEMENT AUTHORITY TAX CAPTURE AMENDMENT MR #08117 was adopted on June 12, 2008, to approve the County’s participation in the Charter Township of Independence and the Sashabaw Road Corridor Improvement Authority Tax increment Financing Plan. The resolution limited the County’s tax capture and participation in an amount not to exceed $1,294,501.37 or for a period of 14 years, whichever occurs first, beginning with the tax capture of 2008. Deputy County Executive Gibb explained that th e project was under construction, but the Township was not able to complete the improvement due to the reduced amount of tax increment revenues as a result of the dramatic decline in taxable values in portions of the Development Area. To date there has been about $326,000 of County taxes captured for this project. On July 12, 2017, officials from Independence Township and the CIA appeared before the Tax Increment Financing District Review Policy Ad Hoc (TIF) Review Committee to pre sent an amendment to the previously approved plan. As part of the amendment, Independence Township is requesting to remove two parcels from the project. The TIF Review Committee unanimously approved and recommends that the County, through its Corporation Counsel, attempt to negotiate an agreement with Independence Township that is consistent with the CIA’s presentation to the TIF Review Committee. Zack moved approval of the attached suggested resolution. Supported by Taub. Motion carried unanimously on a roll call vote. FINANCE COMMITTEE MINUTES Page 5 July 13, 2017 2. SHERIFF’S OFFICE – AVIATION UNIT REPAIRS FOR AIR 2 During a mandatory Federal Aviation Administration (FAA) inspection it was discovered that one of the turbines in the Air 2 helicopter was scored and cannot fly until it is repaired. This particular unit is 14 years old. The Sheriff’s Office is requesting authorization to use funds from the General Fund Sheriff Aviation assigned fund balance to reimburse the Sheriff’s Budget for the repair. The estimated cost of repair is $350,000. If the actual repair is less than that, the remaining balance will be returned to the General Fund Sheriff Aviation assigned fund balance. Fleming moved approval of the attached suggest ed Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote. 3. SHERIFF’S OFFICE – 2017 MARINE SAFETY PROGRAM GRANT ACCEPTANCE The Michigan Department of Natural Resources awarded the Sheriff’s Office $126,000 in grant funding, which includes $48,000 in Federal fun ds and $78,000 in State funds . There is a required County match of 25% on the State portion of the grant only, which is available in the Sheriff’s Office Patrol Services Division budget. Taub moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote. 4. SHERIFF’S OFFICE – 2017 LAW ENFORCEMENT DISTRIBUTION PROGRAM ACCEPTANCE The Michigan Department of Treasury has awarded the Sheriff’s Office $45,770.75 in grant funding for the period of January 1, 2017 through December 31, 2018. The grant reimburses law enforcement agencies based on the number of licensed officers they have. The money is used for training and other operating expenses. Long moved approval of the attached suggested Fiscal Note. Supported by Bowman. Motion carried unanimously on a roll call vote. 5. SHERIFF’S OFFICE – CONTRACT AMENDMENT #1 FOR LAW ENFORCEMENT SERVICES IN THE CHARTER TOWNSHIP OF INDEPENDENCE 2017/2018 The Sheriff’s Office is requesting approval of an amendment to the Law Enforcement Services Contract with the Charter Township of Independence to upgrade a full -time Deputy II to Patrol Sergeant. The Township wishes to expand the amount of supervision during off hours. The amendment will take effect July 22, 2017. Long moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote. FINANCE COMMITTEE MINUTES Page 6 July 13, 2017 6. DEPARTMENT OF CENTRAL SERVICES – FLEET EXPANSION OF FOUR (4) VEHICLES FOR WATER RESOURCES COMMISSIONER The Department of Central Services is requesting approval of a resolution to expand the vehicle fleet to accommodate four (4) positions within the Water Resources Commissioner’s Office (WRC) that were approved within the last year. The Department of Central Services would purchase the vehicles and lease them back to the WRC . There would be three larger vehicles, including a half - duty truck and one car. Zack moved approval of the attached suggested Resolution. Supported by Fleming. Motion carried unanimously on a roll call vote. 7. COUNTY EXECUTIVE/COMPLIANCE OFFICE – POSITION DELETIONS AND POSITION CREATION The Compliance Office is requesting approval to convert a part -time position to a full-time position to fill the role of auditor. Recently they had two long-time employees retire, and they reviewed their operations. It was determined that they w ould be better served if they had two full-time auditor positions. By changing the part-time position to full-time, it will increase auditing capability and aid in succession planning to train new auditors. Fleming moved approval of the attached suggested Resolution. Supported by Tau b. Motion carried unanimously on a roll call vote. 8. DEPARTMENT OF HEALTH AND HUMAN SERVICES CHILDREN’S VILLAGE DIVISION – INTERLOCAL AGREEMENT OAKLAND COUNTY AND THE MICHIGAN DEPARTMENT OF HEALTH AND HUMAN SERVICES FOR THE PROVISION OF SHELTER RESIDENTI AL FOSTER CARE Children’s Village is seeking approval of an interlocal agreement between Oakland County and the Michigan Department of Health and Human Services for continuation of shelter care services for neglected and abused youth. Pursuant to the agreement, Oakland County Children’s Village will be reimbursed at a per diem rate of $234.16. The agreement period is from June 1, 2017 through September 30, 2017, with the provision of a two -year contract extension. Taub moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote. 9. DEPARTMENT OF PUBLIC SERVICES – ANIMAL SHELTER AND PET ADOPTION CENTER – INVESTIGATIVE EQUIPMENT GRANT ACCEPTANCE The Animal Shelter and Pet Adoption Center is requesting approval of a grant in the amount of $2,000 for the period of May 17, 2017 through September 1, 2017. The granting organization wishes to remain anonymous. The grant award includes funding to purchase cameras and video equipment to help the An imal Shelter with cruelty investigations out in the field . Commissioner Woodward expressed concerns about the County receiving anonymous donations . FINANCE COMMITTEE MINUTES Page 7 July 13, 2017 Crawford moved approval of the attached suggested Fiscal Note. Supported by Kowall. Motion carried unanimously on a roll call vote. 10. DEPARTMENT OF ECONOMIC DEVELOPMENT & COMMUNITY AFFAIRS – COMMUNITY & HOME IMPROVEMENT DIVISION – PROGRAM YEAR (PY) 2017 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ALLOCATION CHANGE The Department of Economic Development & Community Affairs is requesting a one-year waiver to the current Oakland County Community Development Block Grant (CDBG) al location process to deduct up to 20% of the administrative funds fro m the grant. The remaining balance of the grant funds shall go to CDBG participating communities, based on the current Oakland County community allocation formula. Future changes in the allocation methods would require approval of the Oakland County Board of Commissioners. Zack moved approval of the at tached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote. 11. DEPARTMENT OF ECONOMIC DEVELOPMENT & COMMUNITY AFFAIRS – COMMUNITY & HOME IMPROVEMENT DIVISION – PY 2017/2018 MICHIGAN STATE HOUSING DEVELOPMENT AUTHORITY (MSHDA) HOUSING EDUCATION PROGRAM CONTRACT FOR HOUSING COUNSELING SERVICES – ACCEPTANCE The Department of Economic Development & Community Affairs is seeking approval of a grant from the Michigan State Housing Development Authority (MSHDA) in the amount of $29,500 for the period of July 1, 2017 through June 30, 2018. The grant funds will be used to reimburse the Community & Home Improvement Division for work performed during the grant period. Taub moved approval of the attached suggested Fiscal Note. Supported by Fleming. Motion carried unanimously on a roll call vote. 12. ECONOMIC DEVELOPMENT AND COMMUNITY AFFAIRS – RESOLUTION APPROVING THE PROVISIONS OF A BROWNFIELD PLAN FOR THE IRON RIDGE PROJECT – CITY OF FERNDALE AND PLEASANT RIDGE Economic Development and Community Affairs is seeking approval of a resolution to adopt the Brownfield Redevelopment Plan to be carried out within the City of Ferndale and the City of Pleasant Ridge for the Iron Ridge Project. The project consists of a clean-up and redevelopment plan for 13 acres that consists of 24 parcels. The Cities of Ferndale and Pleasant Ridge have reviewed the Plan and they had a reasonable opportunity to express views and recommendations regarding the Plan. A public hearing will b e held on July 19, 2017 at 7:00 p.m. in the Oakland County Board of Commissioners’ Auditorium, 1200 North Telegraph Road, Pontiac , Michigan. Zack moved approval of the attached suggested Fiscal Note. Supported by Woodward. Motion carried unanimously on a roll call vote. FINANCE COMMITTEE MINUTES Page 8 July 13, 2017 13. ECONOMIC DEVELOPMENT AND COMMUNITY AFFAIRS – RESOLUTION ABOLISHING OF THE BROWNFIELD PLAN FOR THE 4080 WEST 11 MILE – CITY OF BERKLEY PROJECT Economic Development and Community Affairs is seeking approval to abolish the Brownfield Redevelopment Plan relating to the 4080 West 11 Mile project within the City of Berkley. The Brownfield Plan for this site was approved on June 17, 2008 via MR #08146. The developer had asked for reimbursement in the amount of $107,53 9.96 in eligible expenses. T ax increment financing being captured on the project has not and will not generate enough money to pay the developer back. The Oakland County Brownfield Redevelopment Authority (OCBRA), the City of Berkley and the developer have all ag reed to abolish the Brownfield Plan for the 4080 West 11 Mile Road project in the City of Berkley. Taub moved approval of the attached suggested Fiscal Note. Supported by Fleming. Motion carried unanimously on a roll call vote with Zack absent. 14. ECONOMIC DEVELOPMENT AND COMMUNITY AFFAIRS – RESOLUTION ABOLISHING OF THE BROWNFIELD PLAN FOR THE 4000 WEST 11 MILE – CITY OF BERKLEY PROJECT Economic Development and Community Affairs is seeking approval to abolish the Brownfield Redevelopment Plan relating to the 4000 West 11 Mile project within the City of Berkley. The Oakland County Brownfield Redevelopment Authority (OCBRA), the City of Berkley and the developer have all agreed to abolish the Brownfield Plan for the 4000 West 11 Mile Road projec t in the City of Berkley. Taub moved approval of the attached suggested Fiscal Note. Supported by Bowman. Motion carried unanimously on a roll call vote. 15. FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING – 2017 CAMPUS ROAD REPAVING PROJECT As part of the FY 2017 Capital Improvement Program, there is an annual program for replacing roads that are in need of repair. For this year Facilities Management has identified Campus Drive South and Hospital Drive as the roads most in need. A request for bids was advertised, and it was determined that the lowest responsible bidder is F. A llied Construction of Clarkston in the amount of $438,526. The resolution approves the 2017 Campus Road Repaving Project in the amount of $500,000, which includes construction costs, landscaping costs of $8,813, testing costs of $8,000, permit fees of $4,259, professional services cost s of $12,100 and a contingency of $28,302. Taub moved approval of the attached suggested Re solution. Supported by Fleming. Motion carried unanimously on a roll call vote with Crawford absent. 16. BOARD OF COMMISSIONERS/CLAIMS REVIEW COMMITTEE – AMEND MR #09033 CLAIMS REVIEW COMMITTEE – LIABILITY CLAIMS POLICY AND PROCEDURES When Corporation Counsel resolves a c laim or litigation matter, there is a policy or procedure to FINANCE COMMITTEE MINUTES Page 9 July 13, 2017 follow. Corporation Counsel has authority up to $25,000 to settle claims. There have been Workers’ Compensation matters and settlements that fall within that range as well. Currently, Workers’ Compensation claims do not need Board of Commissioners ’ approval. Corporation Counsel is seeking approval to adopt a Revised Liability Claims and Workers ’ Compensation Policy and Procedures, which shall supersede all other resolutions previously passed b y the Board of Commissioners. The Policy title shall be changed to “Liability Claims and Workers Compensation Policy and Procedures.” The revised policy includes a requirement of worker’s compensation settlements and redemptions to be handled in the same way as the settlement of claims and litigation matters. A worker’s compensation settlement or redemption up to $25,000 can be approved by Corporation Counsel and the Risk Manager. Settlements or redemptions in excess of $25,000 would have to be approved by the Claims Review Co mmittee up to $100,000. If the settlement or redemption is in excess of $100,000, it would need Financ e Committee approval as well. Mr. Lerminiaux indicated that this resolution was unanimously approved by the Claims Review Committee. Taub moved approval of the attached suggested Resolution. Supported by Kowall. Motion carried unanimously on a roll call vote. 17. BOARD OF COMMISSIONERS – AMENDMENT TO GRANT PROCEDURES The resolution amends the grants procedure s to authorize Mana gement and Budget to administratively process grant agreements and grant amendments that are $10,000 or less, provided they are approved through the Grant Review process and do not require an associated interlocal agreement, position changes or a separate resolution as required by the Grantor. The resolution reflects that the County Executive is requested to notify all County Elected Officials and Departments of the modification to the Grant Procedures. Once adopted, this resolution would supersede and replace Miscellaneous Resolutions #89101, #93020, #95098, #97277, #99252, #01030, #01320 and #13180. Ms. West indicated that within the last two years, Oakland County had been awarded 26 grants that would have fallen within these guidelines. Commissioner Taub asked if the Commissioners would receive a list of the grants that would fall within these guidelines on a quarterly basis with information about who the grants are from. Ms. Piir indicated that she could incorporate that information i nto the Quarterly Report that the Finance Committee receives. Commissioner Woodward indicated that he would like to see a Communication with details of all the grants that ha ve been processed that fall within these guidelines. Commissioner Zack suggested that the department determine the simplest way to provide the grant information to the Finance Committee. Taub moved approval of the attached suggested Resolution. Supported by Kowall. Motion carried unanimously on a roll call vote. CLOSED SESSION : DISCUSSION OF WORKERS’ COMPENSATION CLAIM Taub moved the meeting be closed for the purpose of discussing a legal matter. Supported by Kowall. Motion carried unanimously on a roll call vote. The meeting was closed at 11:36 a.m. FINANCE COMMITTEE MINUTES Page 10 July 13, 2017 The meeting resumed in open session at 11:48 a.m. Woodward moved that Keith Lerminiaux, Corporation Counsel, be authorized to proceed in accordance with the directives discussed in closed session. Supported by Taub. Motion carried unanimously on a roll call vote. OTHER BUSINESS/ADJOURNMENT Ms. Toole indicated that the new Animal Sh elter facility is expected to open at the end of August or beginning of September. It will take about a month to transition from the current facility. Commissioner Bowman spoke about the Open House for Economic Development that is sponsored by the Board of Commissioners on August 9, 2017. Connie Srogi is coordinating the event, and Facilities Management and Purchasing will provide information about how to become a County vendor. There being no other business to come before the Committee, the meeting was adjourned at 11:50 a.m. ______________________________________ _________________________________ Pamela L. Worthington, Committee Coordinator Chris Ward, Administrative Director NOTE: The foregoing minutes are subject to Committee approval.