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HomeMy WebLinkAboutMinutes - 2018.03.15 - 37151 March 15, 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, Nancy Quarles COMMITTEE MEMBERS ABSENT WITH NOTICE None OTHERS PRESENT ANIMAL CONTROL Bob Gatt, Manager CIRCUIT COURT John Cooperrider, Court Business Manager Pam Monville, Manager, Civil/Criminal Division CORPORATION COUNSEL Joellen Shortley, Deputy Corporation Counsel ECONOMIC DEV./COMMUNITY AFFAIRS Dan Hunter, Deputy Director Brad Hansen, Senior Business Development Rep. FACILITIES MANAGEMENT Art Holdsworth, Director Ed Joss, Manager, Facilities Planning/Engineering Paul Zachos, Property Management Specialist HUMAN RESOURCES Lori Taylor, Deputy Director 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 Ebru Adoglu-Jones, Supervisor II Jeff Phelps, Parks Fiscal Coordinator Kim Elgrably, Senior Financial Analyst Terri Brockmiller, Senior Financial Analyst Antonio Pisacreta, Senior Financial Analyst Stacey Smith, Senior Financial Analyst LaQuita Lowery, Senior Financial Analyst PARKS AND RECREATION COMMISSION Dan Stencil, Executive Officer Melissa Prowse, Supervisor, P&R Planning PROBATE COURT Honorable Kathleen Ryan, Chief Judge PUBLIC SERVICES Mark Newman, Director SHERIFF’S OFFICE Mike McCabe, Undersheriff Dale Cunningham, Fiscal Officer 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 Nancy Quarles TOM MIDDLETON Chairperson EILEEN KOWALL Vice Chairperson HELAINE ZACK Minority Vice Chairperson FINANCE COMMITTEE MINUTES Page 2 March 15, 2018 OTHERS PRESENT, cont’d. BOARD OF COMMISSIONERS Chris Ward, Administrative Director Michael Andrews, Senior Analyst Pamela Worthington, Committee Coordinator PLEDGE OF ALLEGIANCE Chairperson Middleton led the Pledge of Allegiance. APPROVAL OF THE MINUTES FROM PREVIOUS MEETING Long moved approval of the minutes of March 1, 2018, as presented. Supported by Fleming. Motion carried on a voice vote. PRESENTATION OF THE AGENDA Woodward moved approval of the agenda as presented. Supported by Kowall. Motion carried on a voice vote. PUBLIC COMMENT Chairperson Middleton welcomed Commissioner Quarles back to the Finance Committee. FY 2017/FY 2018/FY 2019 CONTINGENCY REPORT There are no items on today’s agenda that affect the FY 2018 General Contingency balance. A corrected page 7 for FY 2018 Grant Match was provided to correct the dollar amount for the last line item from $18,806 to $18,606, which is Item #11 on today’s agenda, leaving a fund balance of about $1.3 million. The FY 2018 General Fund Equity balance will be decreased by $264,136 with the adoption of items #7 and #9 on today’s agenda. Kowall moved to receive and file the Contingency Report. Supported by Quarles. Motion carried on a voice vote. COMMUNICATIONS A. Prosecuting Attorney – 2018 Crime Victim Rights Week Grant Application B. Multi-Department: Circuit Court, Sheriff’s Office, 52nd District Courts, Prosecutor’s Office and Community Corrections - Compliance Plan for Indigent Defense Standards 1-4 Grant Application (Second Submission) C. MiCareerQuest Southeast Informational Packet: Press Release, Sponsorship Participation Guide and Participation Form Long moved to receive and file the Communications. Supported by Crawford. Motion carried on a voice vote. FINANCE COMMITTEE MINUTES Page 3 March 15, 2018 REGULAR AGENDA 1. OAKLAND COUNTY CIRCUIT COURT – INTERLOCAL AGREEMENT BETWEEN OAKLAND COUNTY AND THE OAKLAND COMMUNITY HEALTH NETWORK FOR ADULT TREA TMENT COURT The Circuit Court is requesting approval of an intergovernmental agreement between Oakland County Circuit Court and Oakland Community Health Network for Peer Recovery Support Services (PRSS) in an amount not to exceed $17,780. Ms. Monville explained that the PRSS is for people who have gone through a drug treatment program in the past and who have been sober for two years. The Peer Recovery Support Service consists of individuals who will help guide participants through the program, be there in support and come to the adult treatment court as part of a team. Commissioner Zack expressed her support of this program and stated that she would like to hear more about how the program is going in the future. A revised Page 2 of the contract was provided to show some title corrections in Sections 2.2.2 and 2.2.3. Zack moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote. 2. SHERIFF’S OFFICE – CONTRACT AMENDMENT #1 FOR LAW ENFORCEMENT SERVICES IN ADDISON TOWNSHIP 2017-2018 This resolution was reviewed by the Public Services Committee on March 13, 2018, with an automatic direct referral to the Finance Committee. The resolutio n approves an Amendment #1 to the original contract with Addison Township for law enforcement services to change two Deputy I (no-fill) positions to two Deputy II (with-fill) positions beginning March 31, 2018, and continuing until the contract expires or is terminated. This will bring Addison Township back to six (6) Deputies (with-fill), as opposed to 4 with fill and 2 with no fill, since the cutbacks in 2008. Undersheriff McCabe explained that this will give Addison Township about 600 more hours of patrol time. Taub moved approval of the attached suggested Fiscal Note. Supported by Fleming. Motion carried unanimously on a roll call vote. 3. 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 Currently, Animal Control handles animal-related dispatch calls during regular business office hours, Monday through Friday, 40 hours a week, and the Sheriff’s Office provides dispatch services on nights, weekends and holidays. Animal Control and the Sheriff’s Office are requesting to have the Sheriff’s Office handle all animal-related dispatch service calls 24 hours a day, seven days a week. The resolution approves the deletion of two Dispatch Clerks in Animal Control and the creation of one Office Assistant II in Animal Control/Administration and one Dispatch Specialist position in the Sheriff’s Office Emergency Communication Operations Unit. Mr. Newman indicated that all the employees at Animal Control have been placed with no loss of jobs, and the transfer would reflect a cost savings of about $16,000. Taub moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote. FINANCE COMMITTEE MINUTES Page 4 March 15, 2018 4. MR #18070 – PARKS AND RECREATION COMMISSION – AMENDMENT #2, OAKLAND COUNTY 4-H ASSOCIATION AGREEMENT – SPRINGFIELD OAKS The Parks and Recreation Commission is seeking approval of a second amendment of the agreement between Oakland County Parks and Recreation Commission and the Oakland County 4-H Fair Association that originates from August of 2016. Mr. Stencil explained that the Parks and Recreation Commission has an existing water tower that is the primary source of water distribution for the grounds at the Activity Center and the 4-H Fairgrounds. The water tower needs service, and as part of an opportunity to provide a reliable water source, the Parks and Recreation Commission is installing several wells. This will be the first time the 4-H Fair Association was able to receive a Michigan Department of Agriculture and Rural Development Grant for about $14,000, along with a $25,000 contribution from the Fair Association. The total project cost is about $168,000. The 4-H Fair will also provide some labor to support the project. Mr. Stencil stated that part of the construction is going to happen this fall, and there is an additional phase where they are considering installing another well as a backup to the system. Long moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote. 5. PARKS AND RECREATION – SUPPORT OF APPLICATION FOR A 2018 LAND AND WATER CONSERVATION FUND GRANT FOR REPLACEMENT OF A FISHING PIER, BOAT LAUNCH AND DOCK AT ORION OAKS COUNTY PARK The resolution authorizes the 2018 Land and Water Conservation Fund Grant application requesting $65,500, with a 50 percent local match from the Parks and Recreation Commission Fund. Ms. Prowse indicated that the funds would assist with the replacement of t he fishing pier, boat launch and dock at Orion Oaks County Park, which have come to the end of their functional life. Construction of this project is forecasted for FY 2020. Crawford moved approval of the attached suggested Fiscal Note. Supported by Kowall. Motion carried unanimously on a roll call vote. 6. PARKS AND RECREATION – SUPPORT OF APPLICATION FOR A 2018 RECREATION PASSPORT GRANT FOR REPLACEMENT OF THE BOAT HOUSE DOCK AND DECK AT INDEPENDENCE OAKS COUNTY PARK The resolution authorizes the 2018 Recreation Passport Grant application requesting $92,900 with a 50 percent local match from the Parks and Recreation Fund. Funding for the 2018 Recreation Passport Grant comes from the $11.00 recreation fee that people pay for access to state parks. The Recreation Passport Grant funds are used toward the renovation of existing parks in the State of Michigan. The Oakland County Parks and Recreation Commission would like to use the Recreation Passport Grant funds, if awarded, to replace the boat house dock and deck at Independence County Park. Long moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote. FINANCE COMMITTEE MINUTES Page 5 March 15, 2018 7. CORPORATION COUNSEL/RISK MANAGEMENT – MATTER MANAGEMENT SYSTEM AND ACCESS DATABASE REPLACEMENT PROJECT The departments of Corporation Counsel and Risk Management are requesting the appropriation of $100,000 for a project that has already been approved within the Information Technology Master Plan. Ms. Shortley explained that this project consists of the replacement of a database from 1995 with the Matter Management System. This new system will help improve work flow and how assignments are received. Taub moved approval of the attached suggested resolution. Supported by Kowall. Motion carried unanimously on a roll call vote. 8. MR #18071 – DEPARTMENT OF FACILITIES MANAGEMENT – APPROVAL AND ACCEPTANCE OF JOINT PROJECT AGREEMENT (JPA) WITH THE U.S. DEPARTMENT OF COMMERCE (USDOC) FOR USE OF SPACE LOCATED IN THE ANNEX I BUILDING The resolution approves the Joint Project Agreement (JPA) with the U.S. Department of Commerce (USDOC) for space in the Annex I Building. Mr. Hunter explained that it would be like a “one-stop shop” for people in the USDOC. The agreement is for one year, effective upon signature by both parties until September 30, 2018. This agreement is a renewal from last year, and it may be amended at any time by written agreement of the parties. Long moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote. 9. FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING/PROBATE COURT – PROBATE COURTROOM INGRESS/EGRESS FLOW ENHANCEMENTS PROJECT The resolution authorizes the Probate Courtroom Ingress/Egress Flow Enhancements Project, which consists of modifications to four courtrooms in Probate Court to help with the flow of clientele. Judge Ryan explained that when the facility for Probate Court was established, it was not made to accommodate the number of clients they currently have. It is not uncommon to have eight wheelchairs in Probate Court at the same time, as well as people with walkers, canes and crutches. It makes it difficult for people to come and go into the courtroom. The project consists of the widening aisleways and doors, as well as modifications to the seating in four courtrooms to have a designated area for wheelchairs. The estimated cost of the project is $164,136. Crawford moved approval of the attached suggested resolution. Supported by Quarles. Motion carried unanimously on a roll call vote. 10. ECONOMIC DEVELOPMENT AND COMMUNITY AFFAIRS – RESOLUTION APPROVING THE PROVISIONS OF A BROWNFIELD PLAN FOR THE 26700 WIXOM ROAD PROJECT – CITY OF NOVI The Department of Economic Development and Community Affairs is seeking approval of a Brownfield Plan in the City of Novi. The property was formerly used for industrial purposes, and the plan is to make the property economically and environmentally viable for residential development. The property, which is about 26 acres, is located at 26700 Wixom Road, which is just west of Providence Park. This FINANCE COMMITTEE MINUTES Page 6 March 15, 2018 development will provide a way for residents to access Providence Park via bike or pedestrian trail. The 36,000-square foot building currently on the site will be demolished and the developer, Pulte Homes of Michigan, will build 43 duplexes targeting age 55 and up. Mr. Hansen indicated that it is a $30 million investment with about $934,000 in eligible activities reimbursed back to the developer, which is for cleaning up the land. Current base tax value is about $1.2 million. After clean -up the taxable value will be approximately $18.7 million with a four-year payback period. Commissioner Woodward asked whether this new development is all market-rate housing or are there considerations for lower-income families. Mr. Hunter stated that they have not seen anything in the plan that addresses that issue. Mr. Hansen indicated that the City of Novi has an agreement with the developer, which may include what type of development the community would like to have on the site. Crawford moved approval of the attached suggested Fiscal Note. Supported by Woodward. Motion carried unanimously on a roll call vote. 11. DEPARTMENT OF MANAGEMENT AND BUDGET – FISCAL YEAR 2018 FIRST QUARTER FINANCIAL FORECAST AND BUDGET AMENDMENTS A revised resolution and schedule were provided to change the dollar amount from $18,806 to $18,606 in the 4th WHEREAS paragraph on the 2nd page of the resolution and on Schedules A and B for Community Corrections. Ms. Sonkiss indicated that the audit report will be presented in April. Ms. Sonkiss gave a brief overview of the FY 2018 First Quarter Report, which reflects a favorable variance of about $13.8 million. The overall favorability is split between receiving about $1.9 more revenue than anticipated and favorability in expenditures of about $11.8 million. State Grants reflect an unfavorable amount of about $1 million, which relates to the reimbursement from the State for Child Care Fund operations. This unfavorable amount is more than offset by favorable expenditures within the Child Care Fund. Other Intergovernmental Revenue reflects a favorable variance of about $1.7 million. The County receives personal property tax loss reimbursement from the State. The County budgets for 100% reimbursement. In 2016, the County received 265% reimbursement, and in 2017, the County received 285% reimbursement; however, Fiscal Services is not predicting that to continue. The $1.7 million favorability will be used toward the Animal Control Debt Service Fund to further the $7 million transfer that was made a couple of years ago, and those funds should cover debt service payments through 2025. There are two departments that are projected to be unfavorable for the year. The Sheriff’s Office is projected to be unfavorable by $816,500 due to the continued need for overtime and the large vacancy rate in the Sheriff’s Office, primarily within the jail. This amount will be partially offset by expenditure favorability and revenue from inmate phone commissions. The Department of Facilities Management is projected to be unfavorable this year by $17,000, which is primarily due to computers that were incorrectly assigned to the Facilities Management & Operations Fund, instead of the General Fund. The allocation will be corrected with the next budget process. There were two grants that were under $10,000 or less that were approved administratively, per MR #17194. One was for Animal Control, a grant from Bissell for about $8,000, and the other was for Economic Development and Community Affairs, a reimbursement grant in the amount of $10,000. Commissioner Taub expressed concerns about the Home Improvement Program Uncollectible Loans and suggested that the process be reviewed. Commissioner Woodward expressed support of reviewing the County’s lending practices, but he expressed support of the loans because they combat blight in the communities and help increase housing stock. FINANCE COMMITTEE MINUTES Page 7 March 15, 2018 Commissioner Woodward asked whether the budget amendment of $31,000 for the Fire and Ice Festival was for the total cost. Ms. Sonkiss explained that it is money from sponsorships and said that she would send the Commissioners an updated 5-year history report for the Fire and Ice Festival. Kowall moved approval of the attached suggested resolution. Supported by Taub. Motion carried unanimously on a roll call vote. 12. DEPARTMENT OF MANAGEMENT & BUDGET – FY 2019 – FY 2021 REVENUE ESTIMATES The Department of Management & Budget presented the FY 2019 – FY 2021 Revenue Estimates, which is the first step towards the budget process. Ms. Sonkiss gave a brief overview of the Revenue Summary. This does not include property tax data because the information will not be available until the Equalization Report is available in April. Adjustments will be made at that time, if needed. There is a 5% projected increase in taxable value, but that will be finalized once the March Board of Reviews, Tax Tribunal process and the Equalization Report are done. Revenue sharing is built in, as budgeted by the State, and there are no significant changes. There are recommended changes under charges for services. Overall the change from the amended plan to the 2019 recommendation is a reduction of $20,000, which is less than 1 percent overall. The District Court is projecting an estimate of higher charges for services in court collections, which will be partially offset by reductions in the Sheriff’s Office for civil serving, since foreclosures are down. Ms. Sonkiss indicated there are not a lot of variations in the preliminary revenue estimates. Kowall moved to receive and file the FY 2019 – FY 2021 Revenue Summary. Supported by Quarles. Motion carried on a voice vote. OTHER BUSINESS/ADJOURNMENT There being no other business to come before the Committee, the meeting was adjourned at 10:46 a.m. ______________________________________ _____________________________ Pamela L. Worthington, Committee Coordinator Chris Ward, Administrative Director NOTE: The foregoing minutes are subject to Committee approval.