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HomeMy WebLinkAboutMinutes - 2017.11.02 - 37116 November 2, 2017 Chairperson Middleton called the meeting of the Finance Committee to order at 9:33 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 CIRCUIT COURT Honorable Lisa Langton, Judge Kevin Oeffner, Court Administrator Dave Bilson, Deputy Court Administrator Suzanne Hollyer, Director, Friend of the Court COUNTY EXECUTIVE Phil Bertolini, Deputy County Executive/CIO Pam Weipert, Compliance Officer, Compliance Scott Guzzy, Purchasing Administrator HEALTH AND HUMAN SERVICES Kathy Forzley, Director HUMAN RESOURCES Hailey Seguin, Analyst INFORMATION TECHNOLOGY Mike Timm, Director Janette McKenna, Manager Kevin Bertram, Manager Carl Wilson, Manager MANAGEMENT AND BUDGET Laurie Van Pelt, Director FISCAL SERVICES Lynn Sonkiss, Manager Gaia Piir, Chief Holly Conforti, Chief Ebru Adoglu-Jones, Supervisor II Leo Lease, Financial Analyst Antonio Pisacreta, Financial Analyst Stacey Smith, Financial Analyst PUBLIC SERVICES Mark Newman, Director RISK MANAGEMENT Bob Erlenbeck, Insurance Risk Administrator WATER RESOURCES COMMISSIONER Sid Lockhart, Special Projects Manager Mike McMahon, Chief Engineer Geoff Wilson, Drain Maintenance Engineer 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 November 2, 2017 OTHERS PRESENT, cont’d. BOARD OF COMMISSIONERS, cont’d. Connie Srogi, Analyst Pamela Worthington, Committee Coordinator PLEDGE OF ALLEGIANCE Chairperson Middleton led the Pledge of Allegiance. APPROVAL OF THE MINUTES FROM PREVIOUS MEETING Fleming moved approval of the minutes from October 11, 2017 and October 19, 2017, as presented. Supported by Bowman. Motion carried on a voice vote. PRESENTATION OF THE AGENDA Fleming moved approval of the agenda, as presented. Supported by Taub. 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 impact the FY 2018 Contingency balance of $300,000. The FY 2018 Grant Match balance will be decreased by $262,335 with the adoption of Item #2 and $200,938 for Item #4, leaving a balance of $873,664. The Contingency Report includes an informational version of the Fiscal Year 2018 General Fund Equity, which reflects a decrease of $4,211,324 with the adoption of Item #11, and a decrease of $1,113,861, with the adoption of Item #10. Crawford 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 November 2, 2017 Finance Committee Meeting B. Friend of the Court – FY18 Access and Visitation Grant – Application C. Information Technology 2017/2018 Master Pan Quarterly Status Executive Summary Taub moved approval of the Communication items. Supported by Fleming. Motion carried unanimously on a voice vote. FINANCE COMMITTEE MINUTES Page 3 November 2, 2017 REGULAR AGENDA 1. MR #17290 – CIRCUIT COURT – APPROVE CREATION OF ONE (1) ADDITIONAL CIRCUIT COURT JUDGESHIP EFFECTIVE JANUARY 1, 2019 The State Court Administrative Office (SCAO) used a “weighted caseload formula” to determine that the judicial need in the Sixth Judicial Circuit Court’s Family Division is 7.07 judges. There are currently six (6) judges in the Family Division. The Michigan Legislature has authorized the addition of one (1) circuit court judgeship for the Sixth Judicial Circuit Court effective January 1, 2019, pursuant to MCL 600.507(3). The annual salary for judges is paid by the State of Michigan through reimbursement to the County. The Circuit Court is committed to make budget reductions equal to the annual cost of support personnel and operating expenses for the new judge. Backup information was provided reflecting that the estimated annual cost for the new judgeship, including support staff, is approximately $363,941. The Circuit Court Family Division is currently utilizing a visiting judge on a part-time basis. Commissioner Woodward expressed concerns about approving a new judge now, and suggested that all current resources are considered before the addition of a new judge. The current visiting judge is handling non-domestic, Personal Protection Orders (PPOs), and the plan is to eliminate that position and divide the non-domestic PPO work amongst seven (7) judges. Commissioner Woodward expressed a concern that in 2019, based on where the caseload projections are going, there could be the potential of the elimination of a judge. Commissioner Woodward explained that the Circuit Court has planned to move resources around for the court portion, but there are likely additional costs outside of that. Commissioner Woodward indicated that the additional judge would incur future costs that are not being considered now, such as additional required staff in the Prosecutor’s Office and the Sheriff’s Office. Commissioner Woodward stated that the courtroom being considered for a new judge is currently being used by staff of the Probate Court; therefore, there is a facility issue, as well. Long moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried on a roll call vote with Zack, Woodward and Bowman voting no. 2. FRIEND OF THE COURT – FY 2017 – FY 2021 COOPERATIVE REIMBURSEMENT PROGRAM (CRP) GRANT AMENDMENT UNDER 15% The Board of Commissioners had previously adopted MR #16257 to accept the Michigan Department of Health and Human Services (MDHHS) Office of Child Support Cooperative Reimbursement Program (CRP) Grant for the period of October 1, 2016 through September 30, 2021. The Friend of the Court (FOC) has reviewed its operations and is proposing an amendment of the FY 2018 County budget for some restructuring at the FOC. The FOC is seeking approval to eliminate one full-time eligible Friend of the Court Systems Clerk position in the Imaging and Systems Unit, and to upwardly reclassify three (3) full-time eligible positions due to the higher level of work those individuals are performing. There is also a request to add one position in the Interstate Unit. This area of the Friend of the Cou rt is experiencing a higher volume of work and more complex work due to the recent passage of the 2008 State Uniform Support Act. The Act provides that if someone comes into the FOC who lives in Oakland County but their divorce was filed in another state, the FOC is required to facilitate their participation in a hearing with another state. Crawford moved approval of the attached suggested Fiscal Note. Supported by Kowall. Motion carried unanimously on a roll call vote. FINANCE COMMITTEE MINUTES Page 4 November 2, 2017 3. SHERIFF’S OFFICE – FISCAL YEAR 2018 SECONDARY ROAD PATROL AND TRAFFIC ACCIDENT PREVENTION PROGRAM GRANT ACCEPTANCE The Sheriff’s Office is requesting approval of a grant award in the amount of $702,096 from the Michigan Department of State Police (MSP), Office of Highway Safety Pl anning to conduct secondary road patrol activities for the period of October 1, 2017 through September 30, 2018. The grant started in 1978, and it used to fund 17 Deputies, but now it only funds five (5). Undersheriff McCabe explained that this program used to be funded through the General Fund, but now it is funded by a Civil Infraction surcharge of $10.00 per traffic ticket. The award amount represents a decrease to the County of $84,591 from the FY 2017, which results in a request to delete one full-time eligible Deputy II position. Four full-time Deputy II positions and one full-time Sergeant position will be continued in the Traffic Unit/Patrol Services Division. Fleming moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote. 4. SHERIFF’S OFFICE – FISCAL YEAR 2018 AUTOMOBILE THEFT PREVENTION AUTHORITY (ATPA) GRANT ACCEPTANCE The Sheriff’s Office is requesting approval of a grant award in the amount of $1,739,051 in addition to Auto Theft pass-through funding from the City of Detroit in the amount of $152,939. The total required County match is $535,025 for the period of October 1, 2017 through September 30, 2018. This grant has been available since 1986. Funding for this grant comes from the State and is generated from a $1 surcharge on every insurance policy for personal vehicles. The funding level for this grant does not include an inflationary factor, and the required grant match from the County to the State has increased over the years. The grant supports the continuation of one (1) Sergeant, five (5) full -time Deputy II positions in the Sheriff’s Office/Investigative & Forensic Services/Special Teams Unit, one (1) full-time eligible Deputy II position working as part of the Detroit Auto Theft Prevention Authority (ATPA) team, one (1) full-time eligible Deputy II position contracted by the City of Pontiac (reimbursed by the ATPA grant) and the creation of one (1) 1,000 hours/year Court/Park Deputy position in the Sheriff’s Office/Investigative & Forensic Services/Special Teams Unit. Zack moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote. 5. MR #17305 - WATER RESOURCES COMMISSIONER – WATER AND SEWER SYSTEM OPERATIONS AND MAINTENANCE AGREEMENT BETWEEN THE COUNTY OF OAKLAND AND THE CHARTER TOWNSHIP OF ROYAL OAK The Water Resources Commissioner is seeking approval of an agreement between the County of Oakland and the Charter Township of Royal Oak. Mr. Prince explained that there is a separate fund set up for Royal Oak, and if the Township wishes to access that fund, they need to make a request in writing to access that account, but it must be for water and sewer purposes. The rates are set for maintaining their system. The purpose of the agreement is to authorize the County of Oakland to operate and maintain the water and sewer system on behalf of the Charter Township of Royal Oak. Costs incurred by the County shall be compensated from the revenue generated by the rates and charges to customers of the system. The agreement shall be effective for an initial term of ten (10) years with an automatic ten-year extension unless the County and the Township agree in writing to terminate the agreement. FINANCE COMMITTEE MINUTES Page 5 November 2, 2017 Commissioner Zack indicated that Royal Oak Township has been under consent agreement for several years, they have a new manager, and things are much improved as far as operations. Zack moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote. 6. MR #17306 - WATER RESOURCES COMMISSIONER – WATER SYSTEM OPERATIONS AND MAINTENANCE AGREEMENT BETWEEN THE COUNTY OF OAKLAND AND THE CHARTER TOWNSHIP OF OAKLAND The Water Resources Commissioner is seeking approval of an agreement between Oakland County and the Charter Township of Oakland. The purpose of this agreement is to authorize the County to operate and maintain Oakland Township’s water system. The County will be reimbursed from revenue generated from the water system. Recently the Township of Oakland’s water system had been transferred from the County of Oakland back to the Township. Fleming moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote. 7. MR #17307 – WATER RESOURCES REQUEST FOR A NOT TO EXCEED $99,250.00 LOAN FROM THE LONG TERM REVOLVING FUND FOR THE OAK KNOB DRAIN REHABILITATION PROJECT The Water Resources Commissioner (WRC) is requesting approval of an agreement between the County of Oakland and the Oak Knob Drainage District for a five-year loan in an amount not to exceed $99,250.00 from the Long Term Revolving Fund. The funds will cov er the City of Bloomfield Hills’ portion of the project. Upon a routine inspection around February of 2017, it was discovered that a pipe was in poor to critical condition. The pipe is underneath Lahser Road in Bloomfield Hills. Since the Road Commission of Oakland County (RCOC) had plans to resurface Lahser Road, the WRC coordinated with the RCOC to do the pipe work at the same time of the road resurfacing project on Lahser Road. The project was completed in September of 2017. Mr. Wilson explained that there are about 12 properties in Bloomfield Hills that would be responsible for about $99,000 of the cost in the assessment district, and this loan would allow those residents to pay the loan off in a five-year period. Bloomfield Township is covering costs for the Township portion on behalf of their residents. A revised agreement was provided. Taub moved approval of the attached suggested Fiscal Note. Supported by Kowall. Taub moved to report to amend Pages 1 – 4 of the contract per the attached changes made by the department. Supported by Kowall. Motion to amend carried unanimously on a roll call vote. Main motion carried unanimously on a roll call vote. FINANCE COMMITTEE MINUTES Page 6 November 2, 2017 8. WATER RESOURCES COMMISSIONER – RESOLUTION TO AUTHORIZE OAKLAND COUNTY ROYAL OAK TOWNSHIP WATER SUPPLY SYSTEM IMPROVEMENTS BONDS, SERIES 2017 The Water Resources Commissioner (WRC) is requesting approval to issue bonds up to $400,000 as well as the approval of an agreement for the Royal Oak Township Water Supply System Improvement project. The resolution authorizes the Oakland County Royal Oak Township Water Supply System Improvement Bonds, Series 2017, in accordance with the provisions of Act 342 of the Public Acts of 1939, as amended. The estimated cost of the project is $900,000 with a 30 -year and upward useful life. The remaining costs for the project will be covered from a grant awarded to the Township of Royal Oak and Township of Royal Oak Water Systems Fund reserves. Zack moved approval of the attached suggested Fiscal Note. Supported by Fleming. Motion carried unanimously on a roll call vote. 9. DEPARTMENT OF HEALTH AND HUMAN SERVICES/HEALTH DIVISION – INVEST HEALTH GRANT – BUS STOP AMENITY IMPROVEMENTS IN THE CITY OF PONTIAC – INTERLOCAL AGREEMENT BETWEEN THE COUNTY OF OAKLAND AND THE SUBURBAN MOBILITY AUTHORITY FOR REGIONAL TRANSPORTATION (SMART) The Health Division is seeking approval of an interlocal agreement between Oakland County and Suburban Mobility Authority for Regional Transportation (SMART) for the purchase, installation and maintenance of new bus shelters and bus stop amenities at five different bus stop locations within the City of Pontiac. Amenities include solar lighting, internal bench, four additional benches and five trash receptacles, which are estimated to cost $12,095. The interlocal agreement will allow SMART to do the improvements and provide ongoing maintenance at no cost to the County. Funding will come from the Robert Wood Johnson Investment Health Grant Fund and provided to SMART. Bowman moved approval of the attached suggested Fiscal Note. Supported by Fleming. Motion carried unanimously on a roll call vote. 10. RISK MANAGEMENT AND INFORMATION TECHNOLOGY – POLICY FOR THE HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT OF 1996 (HIPAA) AS AMENDED BY THE HITECH ACT OF THE AMERICAN RECOVERY AND REINVESTMENT ACT OF 2009 AND HIPAA COMPLIANCE PROJECT A cross-organizational team has been composed of various departments to address HIPAA issues. The Risk Management and Information Technology Departments are requesting approval of a policy document, and funds of $1,113,861 to develop HIPAA procedures, update Information Technology applications, audit processes for the system and training of employees. The funds will be provided by the General Fund Unfunded Mandates Assigned Fund Balance. Commissioner Taub expressed her opposition to unfunded mandates like HIPAA because there is no consideration for the average taxpayers and municipalities. Fleming moved approval of the attached suggested resolution. Supported by Kowall. Motion carried on a roll call vote with Taub voting no. FINANCE COMMITTEE MINUTES Page 7 November 2, 2017 11. DEPARTMENT OF INFORMATION TECHNOLOGY – UNIVERSAL COMMUNICATION AND COLLABORATION PROGRAM, NETWORK EQUIPMENT REPLACEMENT PROJECT The Department of Information Technology is requesting approval of Phase I of the Universal Communications and Collaboration (UCC) Program, which is estimated to cost $5,488,646. Some of the infrastructure components are at their end of life, and they need to be upgraded. Phase 1 of the UCC consists of the implementation of the Network Equipment Replacement Project, which is estimated to cost $4,561,311; estimated support and maintenance costs of $399,735; UCC Program Management of $387,600; and Fiber Plan Upgrades of $140,000. Funding in the amount of $4,211,324 will come from the General Fund Technology Replacement/ Hardware Assigned Fund Balance, and funding in the amount of $1,277,322 will come from the Building Authority Facilities Infrastructure and Information Technology Projects Fund. Mr. Bertolini indicated that it will take about 12 months to complete Phase I, and it will take about 24 months to complete all phases of the project. Taub moved approval of the attached suggested resolution. Supported by Long. Motion carried unanimously on a roll call vote. 12. DEPARTMENT OF INFORMATION TECHNOLOGY – FOURTH QUARTER 2017 DEVELOPMENT APPROPRIATION TRANSFER The Department of Information Technology is requesting approval of the Fourth Quarter 2017 Appropriation Transfer for development charges during the fourth quarter, which the Department of Information Technology has determined to be $1,168,752.44 for the General Fund/General Purpose County departments. Direct charges to Special Revenue and Proprietary Fund depart ments are $562,545.95 and non-County agencies are $9,805.25 for the fourth quarter of 2017. The schedule provides detailed information of all charges to departments and non-County agencies from Information Technology. Taub moved approval of the attached suggested resolution. Supported by Long. Motion carried unanimously on a roll call vote. OTHER BUSINESS/ADJOURNMENT Chairperson Middleton announced that there will be an Audit Subcommittee meeting following this meeting. There being no other business to come before the Committee, the meeting was adjourned at 10:48 a.m. ______________________________________ _____________________________ Pamela L. Worthington, Committee Coordinator Chris Ward, Administrative Director NOTE: The foregoing minutes are subject to Committee approval.