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HomeMy WebLinkAboutMinutes - 2017.09.14 - 37099 September 14, 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, Wade Fleming, Hugh Crawford, David Woodward, David Bowman COMMITTEE MEMBERS ABSENT WITH NOTICE None OTHERS PRESENT CENTRAL SERVICES Todd Birkle, Manager, Support Services CORPORATION COUNSEL Jody Hall, Assistant Corporation Counsel COUNTY EXECUTIVE Phil Bertolini, Deputy County Executive /CIO COMPLIANCE Pam Weipert, Compliance Officer Scott Guzzy, Purchasing Administrator 52-4 DISTRICT COURT Jill Palulian, Court Administrator HEALTH AND HUMAN SERVICES Leigh-Anne Stafford, Health Officer CHILDREN’S VILLAGE Jody Overall, Manager INFORMATION TECHNOLOGY Mike Timm, Director MANAGEMENT AND BUDGET Laurie Van Pelt, Director FISCAL SERVICES Lynn Sonkiss, Manager Gaia Piir, Chief Holly Conforti, Chief Ebru Adoglu-Jones, Supervisor II Katie West. Grant Compliance Brenda Reyes-Mezza, Accountant II Laura Huyghe, Accountant Monica Tinsley, Analyst Leo Lease, Analyst Antonio Pisacreta, Analyst Terri Brockmiller, Analyst Stacey Smith, Analyst PROSECUTOR’S OFFICE Emily McIntyre, Supervisor SHERIFF’S OFFICE Mike McCabe, Undersheriff Melissa McClellan, Executive Lieutenant Dale Cunningham, Fiscal Officer Matt Costello, Supervisor, Program Services WATER RESOURCES COMMISSIONER Steven Korth, Manager Joel Kohn, Eng. Systems Coordinator 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 September 14, 2017 OTHERS PRESENT, cont’d. 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 MEETING Minutes from the August 31, 2017 meeting will be approved at the next meeting . PRESENTATION OF THE AGENDA Chairperson Middleton indicated that a Notice of Hearing of the Establishment of a Commercial Rehabilitation District will be added to the agenda as Communications D. Long 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 of $130,922. The Contingency Report includes an updated West Nile Virus report. Fleming moved to receive and file the Contingency Report. Supported by Zack. Motion carried on a voice vote. COMMUNICATIONS A. County Executive Compliance Office/Purchasing – Contract Exception Report for the September 14, 2017 Finance Committee Meeting B. Health and Human Services – Health Division – Taking Action on Opioid and Prescription Drug Abuse in Michigan by Supporting Community Response Grant Application C. CLEMIS Funds – Financial Statements and Schedules for the Third Quarter Ended June 30, 2017 D. Notice of Hearing: City of Southfield – August 28, 2017 at 7:30 p.m. RE: (1) Establishment of a Commercial Rehabilitation District for the following properties: 27600 Northwestern Highway, 27566 Northwestern Highway, 27522 Northwestern Highway, 27500 Northwestern Highway and 27400 Northwestern Highway (2) Application for Commercial Rehabilitation Exemption Certificate for a property located at 27566 Northwestern Highway, Southfield MI 48304 FINANCE COMMITTEE MINUTES Page 3 September 14, 2017 Zack moved to receive and file the Communications . Supported by Crawford. Motion carried on a voice vote. REGULAR AGENDA 1. PROSECUTING ATTORNEY – FISCAL YEAR 2018 CRIME VICTIM RIGHTS GRANT ACCEPTANCE The Michigan Department of Health and Human Services has awarded the Oakland County $238,453 in grant funding for the period of October 1, 2017 through September 30, 2018. This is the 26th year of grant acceptance for this program. There is no County match required, and the funds will be used to reimburse the costs o f salaries and partial fringe benefits for three General Fund/General Purpose (GF/GP) Victim Advocate positions and one GF/GP Victim Rights Supervisor position. The grant award has increased by $14,553 from last year’s award. Fleming moved approval of the attached suggested Fiscal Note. Supported by Kowall. Motion carried unanimously on a roll call vote. 2. WATER RESOURCES COMMISSION ER – 2017 LAKE LEVEL ASSESSMENTS FOR OPERATION AND MAINTENANCE RESOLUTION The Water Resources Commissioner (WRC) maint ains 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 over the $10,000 limit. For FY 2018, the WRC is requesting authorization to assess, levy and collect $403,300 against all benefiting properties and government entities c omprising the assessment rolls for 29 separate lak e level districts, for operations , maintenance and repair, including 21 that are over the $10,000 limit. The assessments will be levied as part of the December 2017 taxes. Oakland County’s share of the a ssessments for operations and maintenance of lake levels is $0.53 for roads at large. No budget amendments are recommended. This item was directly referred by the Planning & Building Committee. Mr. Korth explained that there is a parcel included in the Lake Level Assessment report under the City of Orchard Lake that is a Road Commission-owned parcel, and was not supposed to be included in this report. Crawford moved approval of the attached suggested Fiscal Note. Supported by Bowman. Kowall moved to report with an amendment to the Detail Summary by Community and Detail Summary By project, as follows: Amend Detail Summary by Community, Pages 5 and 6 (pdf pages 117 and 118): 56 CITY OF ORCHARD LAKE L0445 CASS LAKE LEVEL $0.00 $2,073.43 $2,073.43 L0478 ORCHARD LAKE LEVEL $0.00 $22,325.17 $22,328.95 $22,325.17 $22,328.95 L0462 UPPER STRAITS LAKE LEVEL $0.00 $9,120.91 $9,120.91 Total CITY OF ORCHARD LAKE: $0.00 $33,519.51 $33,523.29 $33,519.51 $33,523.29 FINANCE COMMITTEE MINUTES Page 4 September 14, 2017 Amend assessments for L0478 Orchard Lake Level Drain, Page 9 (pdf page: 121): L0478 ORCHARD LAKE LEVEL 56 CITY OF ORCHARD LAKE $0.00 $22,325.17 $22,328.95 $22,325.17 $22,328.95 X WEST BLOOMFIELD TOWNSHIP $0.00 $30.40 $30.40 OC OAKLAND COUNTY $0.00 $3.80 $3.80 DNR MICHIGAN DEPT. OF NATURAL RESOURCES $0.00 $140.63 $140.65 $140.63 $140.65 Total ORCHARD LAKE $0.00 $22,500.00 $22,500.00 Supported by Fleming. Motion to amend carried unanimously on a roll call vote. Main motion carried unanimously on a roll call vote. 3. WATER RESOURCES COMMISSIONER – 2017 CHAPTER 4 DRAIN MAINTENANCE ASSESSMENT RESOLUTION The Water Resources Commissioner is requesting authorization to assess, levy and collect $388,433.56 for the year 2017 against all benefiting properties and government entities comprising the assessment rolls for operating, maintaining, cleaning out and repairing 79 Chapter 4 drains within Oakland County. The assessments will be levied as part of the December 2017 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. Oakland County’s share of the assessments for operations and maintenance of Chapter 4 drains is $21,553.75 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 Long. Motion carried unanimously on a roll call vote. DNR MICHIGAN DEPT. OF NATURAL RESOURCES L0464 BIG LAKE LEVEL $0.00 $31.21 $31.21 L0445 CASS LAKE LEVEL $0.00 $80.52 $80.52 L0453 CEDAR ISLAND LAKE LEVEL $0.00 $13.35 $13.35 L0431 LAKEVILLE LAKE LEVEL $0.00 $20.52 $20.52 L0429 LONG LAKE LEVEL $0.00 $92.71 $92.71 L0333 OAKLAND WOODHULL LK LEVEL $0.00 $17.71 $17.71 L0478 ORCHARD LAKE LEVEL $0.00 $140.63 $140.65 $140.63 $140.65 L0518 OXFORD MULTI-LAKE LEVEL $0.00 $116.95 $116.95 L0221 PONTIAC LAKE LEVEL $0.00 $3,628.68 $3,628.68 L0416 TIPSICO LAKE LEVEL $0.00 $36.13 $36.13 L0458 WATERFORD - MULTI LAKE LEVEL $0.00 $146.33 $146.33 L0470 WHITE LAKE LEVEL $0.00 $64.80 $64.80 Total MICHIGAN DEPT. OF NATURAL RESOURCES: $0.00 $4,389.54 $4,389.56 $4,389.54 $4,389.56 FINANCE COMMITTEE MINUTES Page 5 September 14, 2017 4. WATER RESOURCES COMMISSIONER – 2017 CHAPTER 18 DRAIN MAINTENANCE ASSESSMENT RESOLUTION The Water Resources Commissioner is requesting authorization to assess, levy and collect $266,680.34 for the year 2017 against all benefiting properties and government entities comprising the assessment rolls, for operating, main taining, cleaning and repairing 74 Chapter 18 drains that are in Oakland County. The drainage districts are exclusively in Oakland Township and West Bloomfield Township. The assessments will be levied as part of the December 201 7 taxes. Oakland County is responsible for portions of some of the propo sed 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 maintenance of Chapter 18 drains is $43,214.09 for roads at large. No budget amendments are recommended. This item was directly referred by the Planning & Building Committee. Crawford moved approval of the attached suggested Fiscal Note. Supported by Woodward. Motion carried unanimously on a roll call vote. 5. MR #17259 – DEPARTMENT OF CENTRAL SERVICES/LEASED VEHICLES – DONATION OF TWO DODGE DURANGO SPECIAL SERVICE VEHICLES The Department of Central Services is seeking approval of the acceptance of two 2014 Dodge Durangos. These vehicles were used as test vehicles. At the end of the test period Chrysler waived its right to repossess the two Dodge Durangos and offered to donate them to Oakland County. The estimated value of the two vehicles is $18,000. One of the Durangos was retired from service in April of 2016 and sold at the 2017 Oakland County Spring Auction for $9,300. Ms. Sonkiss explained that Chrysler transferred title to the County for this vehicle before it was sold. The remaining Durango is still in service. Crawford moved approval of the attached suggested Fiscal Note. Supported by Fleming. Motion carried unanimously on a roll call vote. 6. DEPARTMENT OF HEALTH AND HUMAN SERVICES/HEALTH DIVISION – AMENDMENT 1 TO THE OAKLAND UNIVERSITY, REACH GRANT CONTRACT The Department of Hea lth and Human Services is seeking approval of an amendment to the Oakland University Reach Grant Contract. The amendment includes an increase of $78,369 for a two-year funding period in an amount not to exceed $207,675 . The amendment includes a 12 - month extension for the period of October 1, 2016 through September 30, 2018. The REACH grant will continue to fund one Special Revenue, full -time eligible Public Health Educator II to implement programming and oversee initiatives to reduce chronic disease in t he City of Pontiac . The funds from the REACH grant are federal dollars that are funneled through Oakland University. Long moved approval of the attached suggested Fiscal Note. Supported by Fleming. Motion carried unanimously on a roll call vote. FINANCE COMMITTEE MINUTES Page 6 September 14, 2017 7. DEPARTMENT OF HEALTH AND HUMAN SERVICES/HEALTH DIVISION - OAKLAND INTERMEDIATE SCHOOL DISTRICT, GREAT PARENTS GREAT START AND HOME VISITATION GRANT ACCEPTANCE The Department of Health and Human Services is seeking approval of a grant award in t he amount of $31,500 for the Great Parent Great Start program for the period of October 1, 2017 through September 30, 2018, and $126,106 for the Oakland Schools Home Visitation Grant for the period of September 1, 2016 through August 31, 2018 . The Great Parent Great Start grant provides funds to purchase educational supplies for families served by the Nurse Family Partnership and Nurturing Parenting Programs. The Oakland Schools Home Visitation Grant funds enable the Health Division to add another nurse to the Nurse Family Partnership program for services for the first time in the south end of Oakland County. Commissioner Bowman noted that there needs to be additional funding to support home visiting nurses to help educate mothers and save lives. Fleming moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote. 8. DEPARTMENT OF HEALTH AND HUMAN SERVICES/HEALTH DIVISION – INTERLOCAL AGREEMENT WITH THE OAKLAND COMMUNITY HEALTH NETWORK FOR SUBSTANCE USE DISORDER PREVENTION SERVICES The Department of Health and Human Services is seeking approval of an interlocal agreement between the Oakland Community Health Network (OCHN) and Oakland County to fund two public health educators and the work that they are doing, such as the Botvin Life Skills program training in the community. They will be i mplementing the Botvin Life Skills Parent Program, which helps parents strengthen communication with their chi ldren to prevent them from using drugs through workshops and educational materials. Other Botvin Life Skills program training for elementary and middle schools will be implemented as well. Zack moved approval of the attached suggested Fiscal Note. Sup ported by Taub. Motion carried unanimously on a roll call vote. 9. DEPARTMENT OF HEALTH AND HUMAN SERVICES CHILDREN’S VILLAGE DIVISION – 2017/2018 NATIONAL SCHOOL LUNCH PROGRAM GRANT ACCEPTANCE The Children’s Village Division is seeking approval of a reimbursement grant from the Michigan Department of Education for the period of July 1, 2017 through June 30, 2018. The program provides reimbursement of the cost of breakfast, lunch and after schoo l snacks for the kids that are placed in secure detention and are in residential treatment programs . The amount that the County will receive is unknown now because it depends on the amount of meals and snacks provided during the reimbursement period . Last year the cost of meals and snacks was $821,456, of which Children’s Village was reimbursed $281,724 under this grant. Zack moved approval of the attached suggested Fiscal Note. Supported by Fleming. Motion carried unanimously on a roll call vote. FINANCE COMMITTEE MINUTES Page 7 September 14, 2017 10. ECONOMIC DEVELOPMENT AND COMMUNITY AFFAIRS – RESOLUTION APPROVING THE PROVISIONS OF A BROWNFIELD PLAN AMENDMENT FOR THE IRON RIDGE PROJECT – CITY OF FERNDALE AND PLEASANT RIDGE The Brownfield Plan was established by the Oakland County Board of Commissioners in July of 2017 via Miscellaneous Resolution #17201 . At that point the State of Michigan did capture state school taxes for the Brownfield, and when the State reviewed the Act 381 work plan, they noticed three parcels in the plan were not yet merged; therefore, they were not considered adjacent or contiguous to the facility of the contaminated parcel, and they need to be removed from the plan. The amendment removes the three parcels in Ferndale from the Brownfield Plan. A revised Oakland County Brownfield Redevelopment Authority (OCBRA) resolution was provided from the Monday, September 11, 2017 meeting because there were some changes to their resolution. A copy of the OCBRA resolution was provided for informational purposes only. Zack moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote. 11. FACILITIES MANAGEMENT – AMENDMENT TO LEASE AGREEMENT WITH CITY OF TROY FOR 52 -4 DISTRICT COURTHOUSE TO EXTEND TERM FOR 1 5 YEARS OR TO EXERCISE THE OPTION TO EXTEND THE CURRENT LEASE FOR 5 YEARS Facilities Management is seeking approval of an amendment of the current lease agreement with the City of Troy to extend the lea se 15 years. The original lease expires in a year an d a half. The lease is for property located on West Big Beaver Road that is used as a courthouse for 52 -4 District Court. It is in the best interest of the City and the County to ensure that the 52 -4 District Court can continue to operate at this location. Facilities Management and Corporation Counsel have drafted the amendment to present to the City of Troy for consideration. The existing lease provides for an option to extend the lease for five (5) years upon written notice 180 days prior to the expir ation of the lease. Ms. Hall indicated that Troy City Council approved the amendment for a 15 -year extension at their meeting on Monday, September 11, 2017. Fleming moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote. 12. FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING – CHILDREN’S VILLAGE H (MANDY’S PLACE) BEDROOM REDESIGN PROJECT Facilities Management is seeking approval of the Children’s Village H (Mandy’s Place) Bedro om Redesign Project, which consists the redesign of several of the bedrooms in the Children’s Village H Building (Mandy’s Place). Mr. Joss explained that this project will affect both the girls ’ and the boys’ wings. There are several large bedrooms that are shared by two or more children. These rooms will be divided into smaller, one or two -person bedrooms to make it easier for Children’s Village staff to separate youth based on behavioral issues and special needs. Frank Rewold and Son, Inc., the annual contractor, will bid the necessary work. The e stimated cost of the project is $400,000. Taub moved approval of the attached suggested Resolution. Supported by Kowall. Motion carried unanimously on a roll call vote. FINANCE COMMITTEE MINUTES Page 8 September 14, 2017 13. DEPARTMENT OF INFORMATION TECHNOLOGY – MODIFICATIONS TO COMPREHENSIVE I.T. SERVICES INTERLOCAL AGREEMENT The County provides interlocal agreement to provide Information Technology services to other governments. The Department of Information Technology is seeking appro val of a modification to the Comprehensive Information Technology Services Interlocal Agreement to include two new exhibits. One is for cyber security assistance in which Oakland County Information Technology staff provides guidance and advice for people to know what to do in their local municipalities. This will provide a way for Oakland County Information Technology to charge for staff time if it is over eight (8) hours so that the County can recoup some costs. The other exhibit is for the Collaborativ e Asset Management System (CAMS) where technology is provided to other governments with information about their infrastructure like water, sewer, roads, etc. There is also a definition that was added in the agreement for Confidential Information because o f the cyber security piece to be sure that strict confidentiality is maintained when Information Technology staff works with other governments. Kowall moved approval of the attached suggested Resolution. Supported by Taub. Motion carried unanimously on a roll call vote. 14. DEPARTMENT OF MANAGEMENT AND BUDGET – FY 2017 THIRD QUARTER FINANCIAL FORECAST AND BUDGET AMENDMENTS The resolution accepts the Fiscal Year 2017 Third Quarter Financial Report and Budget Amendments. Ms. Sonkiss gave a brief overview of the FY 2017 Third Quarter Financial Forecast and Budget Amendments. Fiscal Services forecasts that the County will complete FY 2017 with an overall favorable variance of $26.4 million compared to the amended budget. The overall favorability is split between receiving $9,520,735 more revenue than anticipated and projected favorability in expenditures of $16,930,850. Most of the revenue favorability comes from charges in the form of services revenue, primarily from land sale activity , which was $5.6 million. The monies are not available right away because they are restricted for two years, but it does add to the fund balance, and there is favorability from the Clerk’s Office budget for recording fees and land transfer taxes as well as telephone commission from the jail phone system, which totals $600,000 . There are three departments that are projected to be unfavorable compared to their budget, and that includes the Sheriff’s Department, which continues to be an issue wit h overtime; however, the revenue from the inmate phone system will cover the majority of that. There is $360,300 projected unfavorability in the Water Resources Commissioner department, but there is favorable revenue of $406,000 to offset that. Facilitie s Management has about $9,000 of projected unfavorability because of the large number of projects the department is overseeing. There is about $6,000 of revenue that will offset a portion of that. Budget amendments can be made at the end of the year if those projections come true. Ms. Sonkiss explained that the potential impact of indigent defense is not included in the budget. There is a compliance plan that is being developed, and it is due to the State on November 20, 2017, and that is something that Fiscal Services continues to watch. A new process was adopted in July via MR #17194 that allows grants under $10,000 to be accepted administratively. Ms. Sonkiss indicated that there were two grants included this year that were accepted administratively , and they are included in the resolution. Ms. Sonkiss and Ms. VanPelt addressed questions posed by the Commissioners. FINANCE COMMITTEE MINUTES Page 9 September 14, 2017 OTHER BUSINESS/ADJOURNMENT Commissioner Taub expressed concerns about two major flooding events in Berkley. Mr. Korth gave a brief update of the rain event that occurred a couple of weeks ago that impacted the City of Berkley. Mr. Korth indicated that Water Resources Commissioner Nash and WRC staff had attended a meeting in the City of Berkley to give a presentation about what occurred during that rain event, and WRC is working very closely with the City of Berkley to determine what type of actions should be taken to minimize it in the future. Mr. Korth stated that it looks like with the amount of rain that fell during the rain event in question, it has been determined that capacity of the system in the area is the issue, but they will continue to investigate. Commissioner Woodward indicated that it was his understanding that on the George W. Kuhn drain side, there was no overflow that they could not manage during this event, and with the intensity of the storm that seemed to stagnate over Berkley, there was no way for that amount of rainfall to move through the drains in Berkley. Mr. Korth indicated that there is a meeting next week with 14 communities in the George W. Kuhn Drainage District, and they will be discussing options such as green infrastructure to try to minimize flooding problems in the future. Commissioner Zack indicated that the Water Resources Commissioner has been very responsive for her community and that one of the things that her community did to respond is spend the money on telescoping pipes so that they can see where problems are. Part of the renovation of a park plan in Huntington Woods is a storm retention system in the City with the possibilities of working collaboratively with Oakland County. 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.