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HomeMy WebLinkAboutMinutes - 2018.06.07 - 37177 June 7, 2018 Chairperson Middleton called the meeting of the Finance Committee to order at 9:31 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 COMMUNITY CORRECTIONS Barb Hankey, Manager CORPORATION COUNSEL Joellen Shortley, Deputy Corporation Counsel EQUALIZATION Dave Hieber, Equalization Officer FACILITIES MANAGEMENT Art Holdsworth, Director Ed Joss, Manager, FPE Jason Warner, Supervisor, FPE HEALTH & HUMAN SERVICES Kathy Forzley, Director HUMAN RESOURCES Sara Kohn, Analyst II MANAGEMENT AND BUDGET Laurie Van Pelt, Director FISCAL SERVICES Lynn Sonkiss, Fiscal Services Officer Ebru Adoglu-Jones, Supervisor II Terri Brockmiller, Sr. Financial Analyst LaQuita Lowery, Sr. Financial Analyst Antonio Pisacreta, Financial Analyst Stacey Smith, Financial Analyst PARKS AND RECREATION COMMISSION Dan Stencil, Executive Officer PURCHASING/COMPLIANCE OFFICE Scott Guzzy, Administrator Pam Weipert, Compliance Officer SHERIFF’S OFFICE Mike McCabe, Undersheriff BOARD OF COMMISSIONERS Chris Ward, Administrative Director Michael Andrews, Senior Analyst Tracy Stolzenfeld, Committee Coordinator PLEDGE OF ALLEGIANCE Chairperson Middleton led the Pledge of Allegiance. 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 June 7, 2018 APPROVAL OF THE MINUTES FROM PREVIOUS MEETING Zack moved approval of the minutes of May 10, 2018, as presented. Supported by Fleming. Motion carried on a voice vote. PRESENTATION OF THE AGENDA Chairperson Middleton indicated that Item 6 was removed from the Human Resources agenda and therefore, removed from today’s agenda. A walk-on item, Corporation Counsel/Risk Management – Matter Management System and Access Database Replacement Project – Project Amendment, as Item 15, will be taken up after Item 13. Taub moved approval of the agenda, as amended. Supported by Fleming. Motion carried on a voice vote. PUBLIC COMMENT None. FY 2018/FY 2019/FY 2020 CONTINGENCY REPORT There are no items on today’s agenda that affect the FY 2018 Contingency Balance of $50,294. The FY 2018 Grant Match balance will be decreased by $524,670 with the adoption of Item #14. The FY 2018 General Fund Equity balance will be decreased by $288,672 with the adoption of Items #1a - #2 for Tri- Party and Local Road Improvement appropriations. For the walk-on Item #15, there is an additional decrease of $37,036 for the Matter Management Project. An amended Contingency Report reflecting the changes was provided to the Committee members. Kowall moved to receive and file the Contingency Report. Supported by Taub. Motion carried on a voice vote. COMMUNICATIONS A. County Executive Compliance Office/Purchasing – Contract Exception Report for the June 7, 2018 Finance Committee Meeting 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 (Third Submission) C. 52-1 District Court (Novi) – FY 2019 Michigan Drug Court Grant Program (MDCGP) - Application D. 52-2 District Court (Clarkston) – FY 2019 Michigan Drug Court Grant Program (MDCGP) - Application E. 52-3 District Court (Rochester Hills) – FY 2019 Michigan Drug Court Grant Program (MDCGP) - Application F. 52-4 District Court (Troy) – FY 2019 Michigan Drug Court Grant Program (MDCGP) - Application G. Circuit Court – FY 2019 Michigan Drug Court Grant Program (MDCGP) – Adult Treatment Court - Application H. Circuit Court – FY 2019 Michigan Drug Court Grant Program (MDCGP) – Juvenile Drug Court – Application I. Sheriff’s Office – FY2018 DNA Capacity Enhancement and Backlog Reduction (CEBR) Program FINANCE COMMITTEE MINUTES Page 3 June 7, 2018 J. Parks and Recreation - Nature Bus Visit Grant Application K. Local Road Improvement Program Subcommittee – Approval of 2018 Pilot Local Road Improvement Program Project Applications – Round Three L. CLEMIS Funds – Financial Statements and Schedules for the Six Months Ended March 31, 2018 Long moved to receive and file the Communications. Supported by Woodward. Motion carried on a voice vote. CONSENT AGENDA 1a. MR #18222 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2018 APPROPRIATION – CHARTER TOWNSHIP OF COMMERCE – GRAVEL ROAD PAVING OF FARR STREET FROM COMMERCE ROAD TO 155 FEET EAST – PROJECT NO. 54382 The resolution, which was introduced by Commissioner Christine Long, authorizes the release of $45,833 (Oakland County’s 1/3 share) in Tri-Party Road Improvement Program funds from the Oakland County Designated Fund Balance for a project submitted by the Charter Township of Commerce that consists of the gravel road paving of Farr Street from Commerce Road to 155 feet east. A copy of the Cost Participation Agreement is included, and a budget amendment of $45,833 is recommended. Construction on this project is expected to begin this summer. 1b. MR #18223 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2018 APPROPRIATION – CHARTER TOWNSHIP OF COMMERCE – CONSTRUCTION OF A RIGHT-TURN LANE ON OAKLEY PARK AT NEWTON ROAD – PROJECT NO. 54371 The resolution, which was introduced by Commissioner Christine Long, authorizes the release of $37,500 (Oakland County’s 1/3 share) in Tri-Party Road Improvement Program funds from the Oakland County Designated Fund Balance for a project submitted by the Charter Township of Commerce for the construction of a right-turn lane on Oakley Park at Newton Road. A copy of the Cost Participation Agreement is included, and a budget amendment of $37,500 is recommended. Construction on this project is expected to begin this summer. 1c. MR #18224 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2018 APPROPRIATION – CHARTER TOWNSHIP OF WEST BLOOMFIELD – 2018 GRAVEL ROAD PROGRAM – PROJECT NO. 54342 The resolution, which was introduced by Commissioners Tom Berman, Marcia Gershenson and Christine Long, authorizes the release of $30,000 (Oakland County’s 1/3 share) in Tri-Party Road Improvement Program funds from the Oakland County Designated Fund Balance for a project submitted by the Charter Township of West Bloomfield that consists of the spreading of gravel and chloride on various roads within the Township. A copy of the Cost Participation Agreement is included, and a budget ame ndment of $30,000 is recommended. The work is expected to be completed this summer. FINANCE COMMITTEE MINUTES Page 4 June 7, 2018 1d. MR #18228 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2018 APPROPRIATION – CHARTER TOWNSHIP OF OAKLAND – 2018 LIMESTONE PROGRAM – PROJECT NO. 54402 The resolution, which was introduced by Commissioner Michael Spisz, authorizes the release of $42,124 (Oakland County’s 1/3 share) in Tri-Party Road Improvement Program funds from the Oakland County Designated Fund Balance for a project submitted by the Charter Township of Oakland that consists of the spreading of limestone and chloride on various roads within the Township. A copy of the Cost Participation Agreement is included, and a budget amendment of $42,124 is recommended. The work is expected to be completed this summer. 2. MR #18225 - BOARD OF COMMISSIONERS – PILOT LOCAL ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2018 APPROPRIATION – CITY OF PONTIAC – RESURFACING OF MILL STREET FROM HURON (M-59) TO WATER STREET – PROJECT NO. 2018-32 The resolution was introduced by Commissioner David Bowman to approve Pilot Local Road Improvement funding in the amount of $133,215, Oakland County’s share, for a project in the City of Pontiac consisting of the resurfacing of Mill Street from Huron (M-59) to Water Street. A copy of the Cost Participation Agreement is included, and a budget amendment of $133,215 is recommended. Fleming moved approval of the attached suggested Fiscal Notes on the Consent Agenda. Supported by Quarles. Motion carried unanimously on a roll call vote. A public hearing will be held at the Board of Commissioners’ meeting on Wednesday, June 13, 2018, at 7:00 p.m. for the Local Road Improvement Project 2018-32 (Item 2). REGULAR AGENDA 3. SHERIFF’S OFFICE – 2018 MARINE SAFETY PROGRAM GRANT ACCEPTANCE The Sheriff’s Office is requesting acceptance of the Marine Safety Program grant from the Michigan Department of Natural Resources (DNR). The total grant award is $124,000, which consists of $46,000 in Federal funding and $78,000 in State funding. The grant amounts are determined and distributed by the DNR. The County’s share of Federal funds has decreased by $2,000 from last year’s award. The grant will be used for marine patrol of county lakes. Taub moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote. 4. SHERIFF’S OFFICE – FY2018 OAKLAND COUNTY GANG AND VIOLENT CRIME SAFE STREETS TASK FORCE (SSTF) – GRANT ACCEPTANCE The Sheriff’s Office is seeking acceptance of a reimbursement grant from the Federal Bureau of Investigations (FBI). Undersheriff McCabe stated that there are two deputies on the Safe Streets Task Force (SSTF) on campus. The FBI runs the SSTF. The task force is a valuable resource for local agencies and assists in solving multi-jurisdictional crimes. The funding will be used for up to $18,042 reimbursement of assigned overtime hours. FINANCE COMMITTEE MINUTES Page 5 June 7, 2018 Zack moved approval of the attached suggested Fiscal Note. Supported by Fleming. Motion carried unanimously on a roll call vote. 5. PARKS AND RECREATION COMMISSION – 2018 FAIR FOOD NETWORK DOUBLE UP FOOD BUCKS GRANT ACCEPTANCE Parks and Recreation Commission is requesting acceptance of a grant in the amount of $15,000 from the Fair Food Network through its Double Up Food Bucks program. The grant period is from April 1, 2018 to March 31, 2019. The funding will be used to reimburse participating vendors at the County Market for SNAP recipient purchases. Crawford moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote. 7. DEPARTMENT OF HEALTH AND HUMAN SERVICES/HEALTH DIVISION – MICHIGAN DEPARTMENT OF HEALTH AND HUMAN SERVICES 201 8 CHILDHOOD LEAD EXPOSURE ELIMINATION INNOVATION GRANT – GRANT ACCEPTANCE Health Division is seeking acceptance of $75,000 in grant monies from the Michigan Department of Health and Human Services (MDHHS) for the 2018 Childhood Lead Exposure Elimination I nnovation Grant. The Health Division is looking to create a more comprehensive lead testing program in the county and the focus area is children between nine months and three years old. The grant will fund one part- time Health Educator II position that will provide the educational piece to the physicians and also the Cities, Villages and Townships (CVTs). The toolkits for physicians and CVTs will help to educate and raise awareness of the lead hazards in the community. Ms. Forzley stated that each reported case of lead poisoning has been tied to cultural foods, imported foods, spices or religious powders that have been imported. It is anticipated that once the testing expands, the source of more lead levels will be found to be tied to lead paint in homes. More water testing for lead is also planned, although at no time in the history of the water program has there ever been water identified to be a source of contamination. A brief discussion was held. Zack moved approval of the attached suggested Fiscal Note. Supported by Kowall. Motion carried unanimously on a roll call vote. 8. DEPARTMENT OF HEALTH AND HUMAN SERVICES/HEALTH DIVISION – AMENDMENT #1 TO THE INTERLOCAL AGREEMENT WITH THE OAKLAND COMMUNITY HEALTH NETWORK FOR SUBSTANCE USE DISORDER PREVENTION SERVICES Health Division is seeking approval of Amendment #1 to the Interlocal Agreement between Oakland County and the Oakland Community Health Network for Substance Use Disorder Prevention Services. The total Fiscal Year (FY) 2018 funding in the amount of $215,501 includes a required County match of $19,591. The funds will pay for two full-time Public Health Educator III positions. The main task of this grant is to deliver curriculum and workplan objectives in the community related to substance use disorder prevention services. FINANCE COMMITTEE MINUTES Page 6 June 7, 2018 Fleming moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote. 9. DEPARTMENT OF PUBLIC SERVICES/COMMUNITY CORRECTIONS – MICHIGAN DEPARTMENT OF CORRECTIONS, OFFICE OF COMMUNITY CORRECTIONS, COMMUNITY CORRECTIONS COMPREHENSIVE PLAN AND APPLICATION FOR FY 2019 Community Corrections is requesting approval of the plan and grant application for State of Michigan funds for the grant period of October 1, 2018 through September 30, 2019. The Community Corrections request for this year is nearly $1.7 million, which is $117,000 more than the FY 2018 award. The grant will be used to continue staff positions to run the department’s programs and services. Crawford moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote. 10. DEPARTMENT OF FACILITIES MANAGEMENT – PERFORMANCE RESOLUTION FOR GOVERNMENTAL AGENCIES TO REQUEST STATE HIGHWAY RIGHT OF WAY PERMIT FROM MICHIGAN DEPARTMENT OF TRANSPORTATION Facilities Management is seeking approval of a performance resolution between the County of Oakland and the Michigan Department of Transportation (MDOT) for use of the right -of-way on Cesar E Chavez Avenue, Pontiac. The Materials Management parking lot needs repaving. The project is included in this year’s Capital Improvement Program (CIP) budget and MDOT requires a performance resolution and permit for the project. The right-of-way permit can be used for any future County-owned property right- of-way work being done. Quarles moved approval of the attached suggested Fiscal Note. Supported by Kowall. Motion carried unanimously on a roll call vote. 11. FACILITIES PLANNING & ENGINEERING/SHERIFF’S OFFICE – ADDITIONAL RENOVATION OF PATROL SERVICES BUILDING EXTERIOR PROJECT Facilities Planning and Engineering is requesting approval of the Additional Renovation of Patrol Services Building Exterior Project. The additional funding required for the project is $19,085 and is in the Capital Improvement Program - Miscellaneous line item for this year. After the County acquired the building from the Boy Scouts a few years ago, extensive improvements have been made to the exterior. During these renovations, major issues were discovered with the roof that require repair. Fleming moved approval of the attached suggested Resolution. Supported by Taub. Motion carried unanimously on a roll call vote. 12. FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING – CHILDREN’S VILLAGE LIFE SAFETY ENHANCEMENTS PROJECT Facilities Planning and Engineering is seeking approval of the Children’s Village Enhancement Project. The project is included in the Capital Improvement Program (CIP) budget for this year. A building assessment was done and updates are planned for life safety and building codes. Children’s Village FINANCE COMMITTEE MINUTES Page 7 June 7, 2018 operates 24/7 and is the first area scheduled to receive the improvements. The $120,000 project includes changing doors, exit signs, emergency paths and adding emergency lighting. Other projects will be coming in 2019. The lowest responsible bidder is Gamalski Building Services of Auburn Hills. A third of the project consists of electrical work that will be done internally. A brief discussion was held. Taub moved approval of the attached suggested Resolution. Supported by Kowall. Motion carried unanimously on a roll call vote. 13. BOARD OF COMMISSIONERS – 2018 PARKS AND RECREATION PROPERTY TAX LEVY The resolution authorizes and directs the Supervisor of the various townships and Assessing Officers of the several cities of Oakland County to spread on their respective township or city tax rolls for the year 2018 December Levy, a tax rate of 0.2349 mills for Oakland County Parks and Recreation activities, to be applied to the 2018 Taxable Value of all property located within their respective jurisdictions. Crawford moved approval of the attached suggested Resolution. Supported by Long. Motion carried unanimously on a roll call vote. 15. CORPORATION COUNSEL/RISK MANAGEMENT – MATTER MANAGEMENT SYSTEM AND ACCESS DATABASE REPLACEMENT PROJECT – PROJECT AMENDMENT Corporation Counsel and Risk Management are requesting approval of a project amendment for an additional appropriation of $37,036 related to a previously approved project. In the process of implementing the new database system, an additional functionality was revealed by the vendor that could be created specifically for the department and added to the system. This feature will improve workflow and allow forms to be done electronically. Taub moved approval of the attached suggested Resolution. Supported by Zack. Motion carried unanimously on a roll call vote. 14. DEPARTMENT OF MANAGEMENT AND BUDGET – FISCAL YEAR 2018 SECOND QUARTER FINANCIAL FORECAST AND BUDGET AMENDMENTS Ms. Sonkiss gave a brief overview of the FY 2018 Second Quarter Report, which reflects an overall favorability of $16.9 million. This overall favorability is split between receiving almost $2.7 million more revenue than anticipated and projected favorability in expenditures of $14.2 million. The amount of favorable tax revenue received from the State of Michigan on behalf of DNR land is $150,000. The federal grants show a favorability of about $130,000 due to the timing of receipts of the Sheriff’s and Prosecuting Attorney’s Office. The State Grants reflect an unfavorable amount of $787,500, which relates to the Child Care Fund reimbursement. This is more than offset by favorable expenditures within the Child Care Fund. The favorability from charges for services is $2.8 million, which is in large part from recording fees collected by the County Clerk’s Office of $1.2 million. The land sale activity of $755,000 in payments were received by the Treasurer’s Office. Children’s Village reimbursements of $725,000 in County Board and Care from the State were also part of revenue. FINANCE COMMITTEE MINUTES Page 8 June 7, 2018 Other Revenues reflect a favorable amount of about $326,000 due to an administrative allocation allowed for the Comprehensive Planning, Budgeting and Contracting (CPBC) grant agreement. The Sheriff’s Office is projected to be unfavorable by $595,000 due to the continued elevated overtime, staff on leave and the large vacancy rate in the Sheriff’s Office. This was also reported in the First Quarter Financial Forecast. Facilities Management is also projecting an unfavorable amount of $16,000. A quarterly amendment is included in the resolution to amend this. Some PCs were assigned to FM&O, Internal Service Fund, which should have been assigned to another unit, and is being corrected by the budget amendment. The projected Planned Use of Fund Balance is roughly $49 million. A revised resolution and schedule were provided to add the dollar amount of $189,090 in the 1st WHEREAS paragraph on the third page of the resolution and the word actuals was replaced with “activity” in the 10th WHEREAS paragraph. The attached schedule reflects the added item of the $37,037 project amendment for the Matter Management System and Access Database Replacement Project. Commissioner Taub questioned the amount under the Home Improvement Program Uncollectible Loans entry. Mr. Bertolini stated the Economic Development and Community Affairs/Community Home Improvement Division will be contacted regarding HUD rules on information availability and a response will be requested to explain the process of the program. Mr. Stencil answered questions about campers’ registration information that is collected. A discussion was held. Fleming moved approval of the attached suggested Resolution. Supported by Kowall. Motion carried unanimously on a roll call vote. OTHER BUSINESS/ADJOURNMENT There being no other business to come before the Committee, the meeting was adjourned at 10:42 a.m. ______________________________________ _____________________________ Tracy Stolzenfeld, Committee Coordinator Chris Ward, Administrative Director NOTE: The foregoing minutes are subject to Committee approval.