Loading...
HomeMy WebLinkAboutMinutes - 2018.07.12 - 37184 July 12, 2018 Chairperson Middleton called the meeting of the Finance Committee to order at 9:32 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, David Woodward COMMITTEE MEMBERS ABSENT WITH NOTICE Hugh Crawford and Nancy Quarles OTHERS PRESENT CORPORATION COUNSEL Joellen Shortley, Deputy Corporation Counsel COUNTY EXECUTIVE/COMPLIANCE Pam Weipert, Compliance Officer PURCHASING Scott Guzzy, Purchasing Administration FACILITIES MANAGEMENT Ed Joss, Manager, Facilities Planning/Engineering HEALTH & HUMAN SERVICES Kathy Forzley, Director Leigh-Anne Stafford, Health Officer CHILDREN’S VILLAGE Jody Overall, Manager HUMAN RESOURCES Kristy Slosson, Manager Sara Kohn, Analyst II Monica Buchholz, Analyst II INFORMATION TECHNOLOGY Mike Timm, Director Tammi Shepherd, Manager Janet Brinker, Manager Kristine Powers, Supervisor MANAGEMENT AND BUDGET Laurie Van Pelt, Director FISCAL SERVICES Lynn Sonkiss, Fiscal Services Officer Ebru Adoglu-Jones, Supervisor II Holly Conforti, Chief Kim Elgrably, Financial Coordinator Shannon Lee, Accountant III Stacey Smith, Financial Analyst PARKS AND RECREATION COMMISSION Dan Stencil, Executive Officer PUBLIC SERVICES Mark Newman, Director SHERIFF’S OFFICE Mike McCabe, Undersheriff Gaia Piir, Fiscal Officer TREASURER’S OFFICE Ross Gavin, Deputy Treasurer 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 Nancy Quarles TOM MIDDLETON Chairperson EILEEN KOWALL Vice Chairperson HELAINE ZACK Minority Vice Chairperson FINANCE COMMITTEE MINUTES Page 2 July 12, 2018 OTHERS PRESENT, cont’d. BOARD OF COMMISSIONERS Connie Srogi, Analyst Pamela Worthington, Committee Coordinator Angelina Torres, Intern PLEDGE OF ALLEGIANCE Chairperson Middleton led the Pledge of Allegiance. APPROVAL OF THE MINUTES FROM PREVIOUS MEETING Taub moved approval of the minutes of June 7, 2018, as presented. Supported by Fleming. Motion carried on a voice vote. PRESENTATION OF THE AGENDA Chairperson Middleton indicated that the following item would be added on today’s agenda as Item #14, “Departments of Human Resources, Corporation Counsel, Purchasing and Compliance, and Information Technology – Electronic Communications and Use of Technology Policy.” This item was directly referred to the Finance Committee by the Human Resources Committee yesterday, June 11, 2018. Taub moved approval of the agenda, as amended. Supported by Kowall. Motion carried on a voice vote. PUBLIC COMMENT Commissioner Taub provided copies of a legal opinion to the Commissioners regarding the Confidentiality of Oakland County Home Improvement Loan Program Records. The legal opinion concludes that “the names and addresses of individuals who have received loans from the County’s Home Improvement Loan Program should be made available to the County’s Board of Commissioners as such information is subject to public disclosure under the applicable federal regulations and FOIA.” Fleming moved to receive and file the legal opinion, RE: Confidentiality of Oakland County Home Improvement Loan Program Records, dated July 9, 2018. Supported by Taub. Motion carried on a voice vote. Mr. Ward introduced Angelina Torres as the new summer intern at the Board of Commissioners. Chairperson Middleton presented a Certificate of Achievement to Pamela Worthington from L. Brooks Patterson in recognition of her Educational Achievement. FY 2018/FY 2019/FY 2020 CONTINGENCY REPORT The FY 2018 General Contingency balance of $50,294 will be decreased by $46,069 with the adoption of Item #4 on today’s agenda, leaving a balance of $4,225. The FY 2018 Capital Outlay balance will be decreased by $67,631 with the Approved Memo to purchase networking equipment for the Oakland County Law Library ($11,460), the Approved Memo to purchase technology items in the Sheriff’s Office ($1,401), the Approved Memo to replace audio equipment in the Board of Commissioners ($17,000) and FINANCE COMMITTEE MINUTES Page 3 July 12, 2018 the Approved Memo for the replacement of furniture in the Health Division ($37,770). The FY 2018 General Fund Equity balance will be decreased by $13,416,336 with the adoption of the following items on today’s agenda: 1a and 1b for Tri-Party allocations ($37,335), 11 for the Freedom Ride event ($10,000) and 13 for the Human Capital Management System Replacement Project ($13,369,001). Kowall moved to receive and file the Contingency Report. Supported by Woodward. Motion carried on a voice vote. COMMUNICATIONS A. County Executive Compliance Office/Purchasing – Contract Exception Report for the July 12, 2018 Finance Committee Meeting B. Oakland County Sheriff’s Office – FY 2019 Auto Theft Prevention Authority Grant (ATPA) Application C. Health and Human Services – Children’s Village Division – 2018/2019 National School Lunch Program Application D. Local Road Improvement Program Subcommittee – Approval of Revised 2018 Pilot Local Road Improvement Program Project Application – City of Oak Park E. Highland Downtown Development Authority (HDDA) – 2017 Annual Tax Increment Financing Report F. Independence Township Corridor Improvement Authority (CIA) – Corridor Improvement Authority 2017 Annual Report G. Notice of Hearing: City of Novi – July 9, 2018 at 7:00 p.m. RE: Establishment of an Industrial Development District and Issuance of an Industrial Facilities Exemption Certificate Long moved to receive and file the Communications. Supported by Zack. Motion carried on a voice vote. CONSENT AGENDA 1a. MR #18245 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2018 APPROPRIATION – CITY OF AUBURN HILLS – RESURFACING OF THE WALTON BOULEVARD AND SQUIRREL ROAD INTERSECTION – PROJECT NO. 53513 The resolution, which was introduced by Commissioner Michael J. Gingell, authorizes the release of $24,000 (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 City of Auburn Hills that consists of the resurfacing of the Walton Boulevard and Squirrel Road intersection. A copy of the Cost Participation Agreement is included, and a budget amendment of $24,000 is recommended. Construction on this project is expected to begin this summer. 1b. MR #18247 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2018 APPROPRIATION – CHARTER TOWNSHIP OF ROYAL OAK – PRESERVATION OF WYOMING ROAD FROM 8 MILE ROAD TO NORTH TOWNSHIP LIMIT – PROJECT NO. 54041 The resolution, which was introduced by Commissioner Helaine Zack, authorizes the release of $13,335 (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 Royal Oak for the preservation overlay work on Wyoming Road from 8 Mile Road to the north township limit. A copy of the FINANCE COMMITTEE MINUTES Page 4 July 12, 2018 Cost Participation Agreement is included, and a budget amendment of $13,335 is recommended. Construction on this project was completed last year. 2. MR #18246 – BOARD OF COMMISSIONERS – PILOT LOCAL ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2018 APPROPRIATION – CITY OF OAK PARK – REPURPOSE INTERSECTIONS OF SHERMAN STREET AT WEST NINE MILE ROAD AND SENECA STREET AT WEST NINE MILE ROAD – PROJECT NO. 2018-16 The resolution was introduced by Commissioners Nancy Quarles and Helaine Zack to approve Pilot Local Road Improvement funding in the amount of $96,863, which includes FY 2016 rollover allocation of $27,110; FY 2017 rollover allocation of $27,110 and FY 2018 allocation of $42,643, Oakland County’s share. Project No. 2018-16 was initially adopted on May 17, 2018, via MR #18158, but the project has been revised to include the closing and repurposing of the intersection of West Nine Mile Road at Sherman Street and West Nine Mile Road at Seneca Street. The funds will be used to repurpose intersections of Sherman Street at West Nine Mile Road and Seneca Street at West Nin e Mile Road in the City of Oak Park. A copy of the Cost Participation Agreement is included. A budget amendment is not required as funding for the project was appropriated with MR #18158 from the General Fund Assigned Fund Balance for the Local Road Improvement Matching Program (G/L account #383465). This resolution rescinds MR #18158. Zack moved approval of the attached suggested Fiscal Notes on the Consent Agenda. Supported by Taub. Motion carried unanimously on a roll call vote with Crawford and Quarles absent. REGULAR AGENDA 3. SHERIFF’S OFFICE – 2018 LAW ENFORCEMENT DISTRIBUTION PROGRAM ACCEPTANCE The Sheriff’s Office is requesting acceptance of a grant in the amount of $47,130.82 from the Michigan Department of Treasury, Michigan Justice Training Fund for the period of January 1, 2018 through December 31, 2019. There is no County match required. The funds will be used for criminal justice in - service training of eligible law enforcement officer training costs. These funds will serve as the first of two disbursements that the Sheriff’s Office will receive for 2018. Undersheriff McCabe informed the Commissioners that he had contacted a State Representative from Macomb County to assist with increasing funds from the State of Michigan for all policing agencies. Undersheriff McCabe indicated the funds received amounts to about $150 per officer statewide. Fleming moved approval of the attached suggested Fiscal Note. Supported by Kowall. Motion carried unanimously on a roll call vote with Crawford and Quarles absent. 4. SHERIFF’S OFFICE – CONTRACT AMENDMENT #1 FOR LAW ENFORCEMENT SERVICES FOR THE OAKLAND COUNTY PARKS AND RECREATION COMMISSION 2017-2018 The Oakland County Parks and Recreation Commission (OCPRC) contracted with the Oakland County Sheriff’s Office to provide law enforcement services. The OCPRC has unanimously approved an amendment to the contract by adding one full-time Deputy II, which will allow for more patrol services to provide a higher level of service at Oakland County Parks. One fully -marked vehicle with a mobile data computer (MDC), video camera, mobile and prep radio will be added to satisfy the requirements of Amendment #1. FINANCE COMMITTEE MINUTES Page 5 July 12, 2018 Taub moved approval of the attached suggested Fiscal Note. Supported by Fleming. Motion carried unanimously on a roll call vote with Crawford and Quarles absent. 5. SHERIFF’S OFFICE – 2018 HIGH INTENSITY DRUG TRAFFICKING AREAS (HIDTA) – GRANT ACCEPTANCE The Michigan State Police has been awarded funding in the amount of $130,000 for the Oakland County Narcotics Enforcement Team (NET) initiative as part of the 2018 High Intensity Drug Trafficking Areas (HIDTA) Grant Program. The grant funding period is January 1, 2018 through December 3, 2018, and there is no County match required. A portion of the funds ($105,000) will be used to offset overtime reimbursement of NET Investigators and the other portion ($25,000) would be used for the purchase of communications services. The resolution authorizes the Board of Commissioners ’ Chairperson to execute the grant agreement with the following local units of government: Auburn Hills, Birmingham, Farmington, Farmington Hills, Ferndale, Hazel Park, Madison Heights, Pontiac, Rochester, Rochester Hills, Royal Oak, Troy, Bloomfield Township, Commerce Township, Waterford Township, West Bloomfield Township and White Lake Township. Fleming moved approval of the attached suggested Fiscal Note. Supported by Kowall. Motion carried unanimously on a roll call vote with Crawford and Quarles absent. 6. DEPARTMENT OF HEALTH AND HUMAN SERVICES/HEALTH DIVISION – ADJUSTMENTS TO THE HEALTH DIVISION FEE SCHEDULE AND POSITION CHANGES The Health Division is requesting a reorganization and fee schedule revisions. Due to new demands and emerging issues, the Health Division staff was prompted to review services to determine if there were areas that were lacking as it relates to community services. It was determined that traditional services were being increased, which requires additional staffing. In addition, the fee schedule was reviewed. In 2011 new fees were added, and the fee schedule has not been revised since 2008. Certain existing fees need to be increased, and new fees are recommended to be established. For instance, the proposed fee schedule includes a new water testing fee. Previously, the County would send the samples to the State for water testing, and now the County can conduct water testing in-house, shortening the turnaround time of the results. The resolution authorizes the revisions and additions to the Health Division fee schedule, as detailed on the attached Schedules A and B, effective upon approval. The resolution also approves the deletion of one part-time, 1,000-hours per year position and the creation of six (6) new positions. The cost of the positions would be offset by the deletion of the part-time position and the revisions to the fee schedule. The fees reflect only about 30% of the actual cost for services that the County provides. Fleming moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried on a roll call vote with Kowall and Woodward voting no and Crawford and Quarles absent. FINANCE COMMITTEE MINUTES Page 6 July 12, 2018 7. DEPARTMENT OF HEALTH AND HUMAN SERVICES/CHILDREN’S VILLAGE DIVISION – INTERLOCAL AGREEMENT WITH OAKLAND SCHOOLS FOR THE PROVISION OF EDUCATIONAL PLANNING SERVICES Oakland Schools has agreed to partner with the Oakland County Children’s Village (OCCV) by entering into an interlocal agreement to provide educational transition services for youth returning back to their community school from a Children’s Village treatment program. The Department of Health and Human Services/Children’s Division is seeking approval of the agreement for the period of July 1, 2018 through June 30, 2019. Pursuant to the agreement Oakland Schools would be reimbursed by OCCV in an annual not-to exceed amount of $87,332 for services provided. The funds will cover the cost of one full-time Educational Planner and one part-time Team Leader. Children’s Village provides transition services; however, this additional initiative would provide more intensive services for youth to transition back to community schools. Taub moved approval of the attached suggested Fiscal Note. Supported by Fleming. Motion carried unanimously on a roll call vote with Crawford and Quarles absent. 8. DEPARTMENT OF HEALTH AND HUMAN SERVICES/CHILDREN’S VILLAGE – WATERFORD SCHOOL DISTRICT INTERLOCAL AGREEMENT, JULY 1, 2018 – JUNE 30, 2023 The Children’s Village is located within the legal boundaries of the Waterford School District, and Michigan Law requires that the Waterford School District provide educational services to the youth who reside at Children’s Village. The Department of Health and Human Services/Children’s Village is seeking approval of an interlocal agreement between Oakland County and the Waterford School District for the period of July 1, 2018 – June 30, 2023. The five-year agreement includes a provision for annual budget amendments to be submitted no later than February 28 th of each year. This agreement will allow Waterford School District to continue providing educational services to all children placed at Children’s Village. The net cost to the County for the 2018-2019 school year is $244,470, and for the 2019-2020 school year the net County cost would be $250,390. County expenses are eligible for 50% reimbursement from the State Child Care Fund. Long moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote with Crawford and Quarles absent. 9. FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING – CHILDREN’S VILLAGE – A BUILDING AND B COTTAGE WINDOW REPLACEMENT PROJECT As part of the annual Capital Improvement Program (CIP), there is a line item for window replacement. This year Facilities Management has identified that the windows in Children’s Village A Building and B Cottage are in the greatest need for replacement. The windows in the Children’s Village A Building and B Cottage are original from 1964, and are not energy efficient. The total project cost is estimated at $275,000, which includes $228,000 for Rochester Hills Glazing to provide and install the windows, $16,000 for Air Monitoring SME (a competitively-bid annual contractor), $8,548 for Sheer Shop (a competitively-bid annual contractor) to provide blinds, $14,107 for JFR Architects, PC for design services and $8,345 for contingency. Taub moved approval of the attached suggested Resolution. Supported by Zack. Motion carried unanimously on a roll call vote with Crawford and Quarles absent. FINANCE COMMITTEE MINUTES Page 7 July 12, 2018 10. FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING – 2018 PARKING LOT REPAVING PROJECTS The Department of Facilities Management/Facilities Planning & Engineering has conducted the annual parking lot inspection and determined that the Materials Management’s, Med ical Examiner’s and northwest Courthouse’s parking lots have the greatest need for repaving in FY 2018. Bids were solicited, received and reviewed by the Facilities Planning & Engineering Division and the Purchasing Division. The bid summary reflects that the lowest responsible bidder was Asphalt Specialists, Inc. of Pontiac, Michigan. The total project costs are $1,140,113, which includes $943,332 for Asphalt Specialists, Inc., $14,000 for Facilities Maintenance and Operations landscaping, $39,181 for professional engineering services and $143,600 for contingency. Taub moved approval of the attached suggested Resolution. Supported by Kowall. Motion carried unanimously on a roll call vote with Crawford and Quarles absent. 11. MR #18248 – BOARD OF COMMISSIONERS – FUNDING SUPPORT FOR THE DR. MARTIN LUTHER KING JR. TASK FORCE, INC. – FREEDOM RIDE 2018 The resolution authorizes the expenditure of $10,000 for the Dr. Martin Luther King, Jr. Task Force, Inc. Freedom Ride 2018 event for young people from diverse backgrounds to learn about the civil rights movement. This is Oakland County’s second year of participation in the Freedom Ride program, which is offered to students representing all areas of Oakland County. Oakland County middle and high school students will visit historical civil rights sites located in Tennessee, Georgia, North Carolina and Washington, D.C. from August 3, 2018 to August 10, 2018. Oakland County’s contribution of $10,000 would provide for eight (8) additional students from Oakland County to attend the 2018 Freedom Ride event. Woodward moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote with Crawford and Quarles absent. 12. BOARD OF COMMISSIONERS – PAYMENT OF 2019 COUNTY DUES FOR MICHIGAN Pursuant to Miscellaneous Resolution #04298, the annual payment of dues for the Michigan Association of Counties (MAC) membership is to be evaluated by the Oakland County Board of Commissioners’ Finance Committee prior to funds being released. This year’s membership dues for MAC is $72,811.73. Taub moved to report to recommend approval of the release of $72,811.73 for MAC dues. Supported by Fleming. Motion carried unanimously on a roll call vote with Crawford and Quarles absent. 13. DEPARTMENT OF MANAGEMENT AND BUDGET/HUMAN RESOURCES DEPARTMENT/COUNTY EXECUTIVE – COMPLIANCE OFFICE – FINANCIAL AND HUMAN CAPITAL MANAGEMENT SYSTEM REPLACEMENT PROJECT PeopleSoft, the application that Oakland County currently uses for its financial system and human capital management system needs, were installed in two phases: the human resources component in 1998 and the financials in 2006. During the Great Recession budget cuts were necessary, and the County decided to “freeze” support in 2009 from PeopleSoft and obtain system support from a third -party vendor, which FINANCE COMMITTEE MINUTES Page 8 July 12, 2018 resulted in a savings of approximately $500,000 per year in annual support and maintenance costs. The technical infrastructure to run the PeopleSoft applications has aged significantly, and there is a need to upgrade or replace the systems. Initially, the County had approached PeopleSoft (now Oracle) to determine what it would cost to have them provide an updated system, but they were requiring for the County to pay all previous years of annual support ($500,000 per year since 2009) in addition to new implementation costs. A Request for Proposal (RFP) was issued in late 2016, and 18 proposals were received. The RFP evaluation team narrowed the selection to 4, and then participated in multiple system demonstrations and reference checks over the past year to reach a consensus decision. Workday is being recommended as the provider for the new financial and human capital management system with Sierra Cedar as the implementer. The implementation costs are estimated at $9,799,792, and recurring costs for FY 2018 – FY 2023 are estimated at $11,326,520 as detailed in Exhibit 1. The resolution authorizes the appropriation and transfer of $10,000,000 from the General Fund Financial-HR System Update Assigned Fund Balance and $3,369,001 from the General Fund Technology Replacement/Hardware Assigned Fund Balance for the Financial and Human Capital Management System Replacement Project. A new classification titled Enterprise Resource Planning (ERP) Administrator, Salary Grade 18, overtime exempt position would be created, and one GF/GP ERP Administrator position would be created in the Department of Management and Budget, and one GF/GP ERP Administrator position would be created in the Human Resources Department, Workforce Management Division. It is estimated that the timeline for implementation of Workday is about 18 -24 months. A budget amendment is requested per Schedule A. Fleming moved approval of the attached suggested Resolution. Supported by Zack. Motion carried unanimously on a roll call vote with Crawford and Quarles absent. 14. DEPARTMENTS OF HUMAN RESOURCES, CORPORATION COUNSEL, PURCHASING AND COMPLIANCE, AND INFORMATION TECHNOLOGY – ELECTRONIC COMMUNICATIONS AND USE TECHNOLOGY POLICY The Computer Hardware/Software Usage and License Policy was adopted in 1997, via MR #97156; the Remote Access and Agreement Policy was adopted in 2006 via MR #06021; and the Electronic Communications Policy was updated in 2014, via MR #14250. Technology has changed significantly since those polices were adopted. The Departments of Human Resources, Corporation Counsel, Purchasing/Compliance and Information Technology have worked together to develop one policy that updates the Computer Hardware/Software Usage and License Policy, the Remote Access and Agreement Policy and the Electronic Communications Policy and more effectively addresses the security and legal requirements of using technology to best serve the citizens of Oakland County. The policy provides guidelines for County employees as well as outside contractors who utilize the County network. The Human Resources Department is working with the Department of Information Technology to develop computer-based training to educate employees on the new policy. Mr. Timm indicated that there are plans to enhance the County Campus Wi-Fi and remote access. Commissioner Woodward asked for clarification regarding Section VIII, Prohibited Uses, Section (2) and (3) as it pertains to solicitation of funds or sales and political messages. Ms. Shortley and Commissioner Woodward agreed to work together to come up with proposed amendments to clarify those sections prior to the full Board meeting. Kowall moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote with Taub, Crawford and Quarles absent. FINANCE COMMITTEE MINUTES Page 9 July 12, 2018 OTHER BUSINESS/ADJOURNMENT There being no other business to come before the Committee, the meeting was adjourned at 11:39 a.m. ______________________________________ _____________________________ Pamela Worthington, Committee Coordinator Chris Ward, Administrative Director NOTE: The foregoing minutes are subject to Committee approval.