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HomeMy WebLinkAboutMinutes - 2018.03.01 - 37144 March 1, 2018 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 CORPORATION COUNSEL Keith Lerminiaux, Corporation Counsel Joellen Shortley, Deputy Corporation Counsel COUNTY EXECUTIVE Phil Bertolini, Deputy County Executive/CIO COMPLIANCE OFFICE Pam Weipert, Compliance Officer PURCHASING Scott Guzzy, Purchasing Admin. Andy Krumwiede, Buyer II Joe Dahl, Buyer Joan Daniels, Buyer Ed Tucker, Buyer Richard Brower, Buyer ECONOMIC DEV./COMM. AFFAIRS Dan Hunter, Deputy Director Jennifer Llewellyn, Manager, Workforce Development Bret Rasegan, Manager, Planning Whitney Calio, Principal Planner FACILITIES MANAGEMENT Art Holdsworth, Director Ed Joss, Manager, Facilities Planning/Engineering HUMAN RESOURCES Heather Mason, Comp. & Class Supervisor Sara Kohn, HR Analyst II MANAGEMENT AND BUDGET Laurie Van Pelt, Director FISCAL SERVICES Lynn Sonkiss, Fiscal Services Officer Gaia Piir, Chief Holly Conforti, Chief Terri Brockmiller, Financial Analyst Stacey Smith, Financial Analyst PARKS AND RECREATION COMMISSION Sue Wells, Manager Tom Hughes, Chief, Parks Operations SHERIFF’S OFFICE Mike McCabe, Undersheriff Steve Schneider, Lieutenant Joe Tovar, Jr., Sergeant, Courts 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 March 1, 2018 OTHERS PRESENT, cont’d. TREASURER’S OFFICE Fred Miller, Community Liaison BOARD OF COMMISSIONERS Chris Ward, Administrative Director Michael Andrews, Senior Analyst Connie Srogi, Analyst Anthony Bowen, College Intern Pamela Worthington, Committee Coordinator PLEDGE OF ALLEGIANCE Chairperson Middleton led the Pledge of Allegiance. APPROVAL OF THE MINUTES FROM PREVIOUS MEETING Crawford moved approval of the minutes of February 15, 2018, as presented. Supported by Fleming. Motion carried on a voice vote. PRESENTATION OF THE AGENDA Chairperson Middleton indicated that Item #2, MR #18061 – Public Services/Animal Control & Sheriff’s Office – Transfer of Dispatch Services from Animal Control to Sheriff’s Office and Position Deletions and Creations will be removed from the agenda. Long moved approval of the agenda as amended. Supported by Fleming. Motion carried on a voice vote. PUBLIC COMMENT Mr. Bertolini and Ms. Shortley gave an update on the Southfield Downtown Development Authority issue. The Finance Committee had approved a resolution and agreement at their February 15, 2018 meeting, and a resolution (MR #18057) was adopted by the Board of Commissioners on February 21, 2018. However, the City of Southfield did not approve the agreement. Continued negotiations took place between Oakland County Corporation Counsel and the City of Southfield DDA. Ms. Shortley indicated that an agreement has now been reached between Oakland County and the City of Southfield DDA for a set dollar amount with a set number of years, whichever occurs first. In addition, they would like to be able to use money to build a police station. It is anticipated that the resolution and agreement will be coming to the TIF Review Committee prior to the next full Board meeting with a Finance Committee meeting to follow. PROCLAMATION: OAKLAND COUNTY PURCHASING UNIT Chairperson Middleton presented a proclamation to the Oakland County Purchasing Unit to recognize them for receiving the Outstanding Agency Accreditation Achievement Award from the National Inst itute of Governmental Purchasing, Inc. (NIGP), which demonstrates the highest standard of competency in the public purchasing profession. FINANCE COMMITTEE MINUTES Page 3 March 1, 2018 FY 2017/FY 2018/FY 2019 CONTINGENCY REPORT The FY 2018 General Contingency balance will be reduced by $2,779 with the adoption of Item #1 on today’s agenda. The FY 2018 – FY 2020 Security Reserve balance will be reduced by $1,019,091 with the adoption of Item #4 on today’s agenda. The FY 2018 General Fund Equity balance will be decreased by $4,692,766 with the adoption of Item #4 on today’s agenda. Fleming moved to receive and file the Contingency Report. Supported by Bowman. Motion carried on a voice vote. COMMUNICATIONS A. County Executive Compliance Office/Purchasing – Contract Exception Report for the March 1, 2018 Finance Committee Meeting B. Sheriff’s Office – 2019 High Intensity Drug Trafficking Areas (HIDTA) Grant Application Long moved to receive and file the Communications. Supported by Bowman. Motion carried on a voice vote. REGULAR AGENDA 1. MR #18060 - SHERIFF’S OFFICE – CREATION OF TECHNICAL ASSISTANT POSITION FOR HIPAA COMPLIANCE The Sheriff’s Office is seeking approval of the creation of a Technical Assistant position. Mr. Schneider explained that the Sheriff’s Office needs better oversight as it relates to State and Federal laws and the release of information under the Health Insurance Portability and Accountability Act of 1996 (HIPAA). Mr. Schneider explained that there are about 500 requests per year for transfers and new hires, part-time employees and separations. When these situations occur, someone needs to go into about 15 distribution groups and emails, 18 folders, 13 software programs and other areas to make sure that people do not have access to information they should no longer have. There are about 1,500 inmates at times and 1,500 employees, volunteers, etc., who must be vetted through a process at least every 3 months to review these records and handle transfers on a continual basis. The Sheriff’s Office is working with Information Technology to streamline the process. Taub moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote. 3. MR #18058 – PARKS & RECREATION – ADDISON OAKS AND GROVELAND OAKS POSITION DELETIONS, CREATIONS AND RECLASSIFICATIONS Addison Oaks County Park consists of 1,100 acres of County park land with a campground that is open 24 hours a day. There is also a day-use park that is open year-round. Groveland Oaks consists of approximately 800 acres and is open from April through October, 24 hours a day. There is also a day - use park there. Due to the issue of being open 24 hours a day, the need for oversight and super vision of staff, the Parks and Recreation Commission is seeking approval of position changes. The resolution approves the deletion of two proprietary funded, full-time eligible Parks Crew Chief positions and the FINANCE COMMITTEE MINUTES Page 4 March 1, 2018 creation of one Grounds Maintenance Supervisor and one Assistant Parks Supervisor classification. In addition, two General Maintenance Mechanic classifications will be reclassified to Parks Crew Chiefs. Long moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote. 4. MR #18059 – FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING/SHERIFF’S OFFICE – ADDITIONAL PRIORITY 2 BUILDING SECURITY ENHANCEMENT AND PRIORITY 3 BUILDING SECURITY ENHANCEMENT PROJECTS Facilities Management is continuing the security enhancement initiatives that began about two years ago. The resolution approves the Additional Priority 2 Building Security Enhancements Project in the amount of $2,100,822 and Priority 3 Building Security Enhancements Project of $5,436,428 for a total authorized amount of $7,537,250. Priority 3 enhancements include adding berms for the Novi District Court, Circuit Court station at the North Office Building and numerous areas that are small in scope and in dollars. The staffing needs assessment for this project determined that a total of 5,200 hours is needed to provide the recommended level of security services at this location. To support staffing needs for the security enhancement initiatives, the Sheriff’s Office is seeking approval to create one General Fund/General Purpose (GF/GP) full-time, non-eligible 2,000 hours/yr. Court/Park Deputy position and one GF/GP part- time, non-eligible 1,200 hours per year Court/Park Deputy position in the Sheriff’s Corrective Services- Satellite Division of the Courthouse Security Unit. Fleming moved approval of the attached suggested Fiscal Note. Supported by Kowall. Motion carried unanimously on a roll call vote. 5. FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING – SHERIFF’S ADMINISTRATION TO RESOURCE CRISIS CENTER STEAM TUNNEL REMEDIATION PHASE II PROJECT As part of the annual Capital Improvement Program (CIP), Facilities Management has a line item for steam tunnel repairs. This year they allocated $496,800, and Facilities Management would like to continue the restoration of the steam tunnel of the Resource Crisis Center, and the Sheriff’s Office Administration building. Last year MR #17156 was passed by the Board of Commissioners to authorize Facilities Management to do repairs to the steam tunnel, which included the replacement of the cathodic protection system and upgrades to the electrical and mechanical systems throughout 100% of the tunnel. This year’s funding will allow them to do spot-repairs to the tunnel wall and floor in the north 800-feet of the tunnel. The County’s competitively-bid annual contractor, George W. Auch Company, will be doing the work. Fleming moved approval of the attached suggested Resolution. Supported by Kowall. Motion carried unanimously on a roll call vote. 6. MR #18056 – ECONOMIC DEVELOPMENT AND COMMUNITY AFFAIRS – DELETE AND CREATE POSITION The Department of Economic Development and Community Affairs (EDCA) is requesting approval to delete a part-time Marketing Coordinator position and to create a full-time Marketing Coordinator position to perform additional duties for new and expanded programs that are taking place. The cost of the full- FINANCE COMMITTEE MINUTES Page 5 March 1, 2018 time position will be partially offset by the elimination of the part -time position. The balance of the costs will be covered through the reallocation of funds from an existing Workforce Development grant. Mr. Hunter indicated that the EDCA is currently working on a program called “MiCareerQuest”, which is for high school students. The event will take place on November 28, 2018, at Suburban Showplace, and they will be targeting 10,000 students regionally. Commissioner Zack expressed her concerns for students in the suburbs who do not have transportation to get to events. Ms. Llewellyn said that the structure of the program is based on sponsorship, and they have some additional sponsorship costs built in for this program. If the school district is interested in the program, there may be a possibility to offset the cost for the schools. Commissioner Zack suggested that the schools be notified about the availability of sponsorships at the kickoff. The kickoff event is this afternoon, March 1, 2018. The goal of the event is for student engagement and awareness of career opportunities. Ms. Llewellyn explained that the Career Quest event will provide hands-on, interactive exhibits. Commissioner Woodward stated that he would like to see the elimination of transportation barriers. He suggested that perhaps the sponsorship can cover transportation costs for schools in need. Ms. Llewellyn indicated that the EDCA could use Commissioner assistance when speaking with constituents in their communities to encourage participation and sponsorship in the EDCA Workforce Development programs. Fleming moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote. 7. DEPARTMENT OF ECONOMIC DEVELOPMENT & COMMUNITY AFFAIRS – APPROVAL OF 2018 NO HAZ INTERLOCAL AGREEMENT The Department of Economic Development and Community Affairs is seeking approval of the 2018 NO HAZ Interlocal Agreement. There are 16 communities that are participating this year. There is a 9% increase in participation from last year, and there are about 40% new participants this year. One of the events will be held at the Oakland County Service Center campus for Orion, who was unable to find a suitable site. The first event is April 28, 2018, in Oxford. There is a cost that the vendor charges, and an Administrative fee associated with the NO HAZ program. The revenues come from local governments that participate and from fees that some municipalities charge their residents. Taub moved approval of the attached suggested Fiscal Note. Supported by Kowall. Motion carried unanimously on a roll call vote. OTHER BUSINESS/ADJOURNMENT Commissioner Kowall provided the Committee with a document titled, “Ski jump hill in Upper Peninsula vies for Cobo tax dollars.” Commissioner Kowall indicated that SB 523, sponsored by Senator Tom Casperson, is currently before the Senate, and Representative Beau LaFave, R-Iron Mountain has a similar bill in the House, HB 5134. If approved, these Bills would authorize the diversion of funds from the Convention Facility Tax, about $2 million a year in tax dollars that have been earmarked for Cobo Center in Detroit, to benefit northern Michigan recreation projects. The bulk of the funds would be used for a project in Copper Peak that consists of the rehabilitation of a ski jumping hill. Commissioner Kowall said that there are people in the Tri-County region who are fighting against this legislation. FINANCE COMMITTEE MINUTES Page 6 March 1, 2018 Mr. Bertolini indicated that there is another piece of legislation, SB 637, that Oakland County is opposed to, and it’s the change to the Right-Away Acquisition where the State wants to take control of the right- away for small cell technology. Mr. Bertolini stated that the Road Commissi on for Oakland County is actively opposing this legislation, SB 637, and the Michigan Association of Counties is also opposed. Crawford moved to receive and file the document provided by Commissioner Kowall. Supported by Fleming. Motion carried on a voice vote. CLAIMS REVIEW COMMITTEE – CLOSED SESSION Crawford moved the meeting be closed for the purpose of discussing a legal matter. Supported by Fleming. Motion carried unanimously on a roll call vote. The meeting was closed at 10:38 a.m. The meeting resumed in open session at 11:01 a.m. Woodward moved that Keith Lerminiaux, Corporation Counsel, be authorized to proceed in accordance with the directives discussed in closed session. Supported by Kowall. Motion carried unanimously on a roll call vote. There being no other business to come before the Committee, the meeting was adjourned at 11:02 a.m. ______________________________________ _____________________________ Pamela L. Worthington, Committee Coordinator Chris Ward, Administrative Director NOTE: The foregoing minutes are subject to Committee approval.