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HomeMy WebLinkAboutMinutes - 2018.08.02 - 37190 August 2, 2018 Chairperson Middleton called the meeting of the Finance Committee to order at 9:01 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 CENTRAL SERVICES David VanderVeen, Director CIRCUIT COURT Judge Shalina Kumar, Chief Judge Judge Jeffrey Matis Kevin Oeffner, Court Administrator David Bilson, Deputy Court Administrator John Cooperrider, Business Manager Suzanne Hollyer, Friend of the Court COMMUNITY AND HOME IMPROVEMENT Karry Rieth, Manager Kathy Williams, Supervisor Carla Spradlin, Grant Compliance COMMUNITY CORRECTIONS Eric Schmidt, Chief CORPORATION COUNSEL Joellen Shortley, Deputy Corporation Counsel COUNTY EXECUTIVE Jerry Poisson, Deputy County Executive Bob Daddow, Deputy County Executive Phil Bertolini, Deputy County Executive Tim Meyer, Deputy County Executive Malcolm Brown, Deputy County Executive COMPLIANCE OFFICE/PURCHASING Pam Weipert, Compliance Officer Scott Guzzy, Purchasing Administration DISTRICT COURT – 52ND, Division 1 Alexandra Black, Court Administrator DISTRICT COURT – 52ND, Division 2 Judge Joseph Fabrizio, Chief Judge Sharon Rupe, Court Administrator Brett Dery, Court Administrator DISTRICT COURT – 52nd, Division 3 Thomas Fuentes, Court Administrator Dana O’Neal, Court Administrator ECONOMIC DEV./COMM. AFFAIRS Irene Spanos, Director Dan Hunter, Deputy Director FACILITIES MANAGEMENT Art Holdsworth, Director 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 August 2, 2018 OTHERS PRESENT, cont’d. FACILITIES MANAGEMENT, cont’d. Joseph Murphy, Manager Ed Joss, Manager, Facilities Planning/Engineering Mike Chiasson, Chief Stephen Foster, Project Manager HEALTH & HUMAN SERVICES Kathy Forzley, Director Leigh-Anne Stafford, Health Officer Jody Overall, Manager, Children’s Village HOMELAND SECURITY Thom Hardesty, Manager HUMAN RESOURCES Lori Taylor, Deputy Director Heather Mason, Supervisor Sara Kohn, Analyst II Monica Buchholz, Analyst II INFORMATION TECHNOLOGY Mike Timm, Director Janette McKenna, Manager MANAGEMENT AND BUDGET Laurie Van Pelt, Director FISCAL SERVICES Lynn Sonkiss, Fiscal Services Officer Holly Conforti, Chief Ebru Adoglu-Jones, Supervisor II Shawn Phelps, Supervisor II Kim Elgrably, Fiscal Services Coordinator Terri Brockmiller, Financial Analyst Monica Tinsley, Financial Analyst Antonio Pisacreta, Financial Analyst Stacey Smith, Financial Analyst MEDICAL EXAMINER Cas Miarka, Administrator PROBATE COURT Honorable Kathleen A. Ryan Edward Hutton, III, Court Administrator PROSECUTOR’S OFFICE Jessica Cooper, Prosecutor Paul Walton, Chief Assistant Prosecutor PUBLIC SERVICES Mark Newman, Director Sheila Leddy, Supervisor, Admin. Services, MSU-E SHERIFF’S OFFICE Mike McCabe, Undersheriff Gaia Piir, Fiscal Officer TREASURER’S OFFICE Ross Gavin, Admin. Assistant to Elected Officials VETERAN’S SERVICES Garth Wootten, Manager MICHIGAN DEPT. OF HEALTH/HUMAN SVCS. Tom Scheuer, Director BOARD OF COMMISSIONERS Chris Ward, Administrative Director Michael Andrews, Senior Analyst Connie Srogi, Analyst Pamela Worthington, Committee Coordinator Angelina Torres, Intern PLEDGE OF ALLEGIANCE Chairperson Middleton led the Pledge of Allegiance. FINANCE COMMITTEE MINUTES Page 3 August 2, 2018 APPROVAL OF THE MINUTES FROM PREVIOUS MEETING Fleming moved approval of the minutes of July 12, 2018, as presented. Supported by Zack. Motion carried on a voice vote. PRESENTATION OF THE AGENDA Kowall moved approval of the agenda, as presented. Supported by Taub. Motion carried on a voice vote. PUBLIC COMMENT None FY 2018/FY 2019/FY 2020 CONTINGENCY REPORT The FY 2018 General Contingency balance of $4,225 will be increased by $150,000 with a transfer from Grant Match to cover initial capital costs for law enforcement contract amendments, and then decreased by $138,207 with the adoption of Items #6 and #7 on today’s agenda, leaving a balance of $16,018. The FY 2018 Capital Outlay balance will be decreased by $10,758 with the Approved Memo for conference room updates in the Corporation Counsel office. The FY 2018 Grant Match balance will be decreased by $150,000 for the transfer to the General Contingency balance. The General Fund balance will be decreased by $332,359 with the adoption of Items 1a – 1e on today’s agenda for Tri-Party Road Improvement allocations and by $10,000 with the adoption of Item 14 on today’s agenda. The Contingency Report also includes updated information on West Nile distributions for FY 2018. Fleming 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 August 2, 2018 Finance Committee Meeting B. Sheriff’s Office – 2019 High Intensity Drug Trafficking Areas (HIDTA) Revised Grant Application C. Economic Development & Community Affairs Department – Community & Home Improvement Division – Fiscal Year (FY) 2018 Comprehensive Housing Counseling Grant Program - Application E. Information Technology 2017/2018 Master Plan Quarterly Status Executive Summary F. Area Agency on Aging Letter dated July 9, 2018 Taub moved to receive and file Communications A, B, C, E and F. Supported by Kowall. Motion carried on a voice vote. D. Economic Development & Community Affairs Department – Community & Home Improvement Division – 2018 Annual Action Plan and Consolidated Grant Application to the U.S. Department of Housing and Urban Development for Community Development Block Grant (CDBG), H ome Investment Partnership Grant (HOME) and Emergency Solutions Grant (ESG) FINANCE COMMITTEE MINUTES Page 4 August 2, 2018 Communication D was requested to be taken up separately by Commissioner Woodward. Commissioner Woodward expressed concerns about the grant application and the ability to revise the Draft Program Year (PY) 2018 Annual Action Plan to include money for rental assistance. Commissioner Zack supported Commissioner Woodward’s suggestion to request that money is set aside in the Plan for rental assistance. Ms. Rieth gave a brief explanation of the application process and what criteria needs to be followed regarding the Annual Action Plan and any proposed changes to the Plan. Mr. Ward clarified the grant review process that was approved by the Oakland County Board of Commissioners, which does not provide for an amendment to an application. Per grant review procedures, the Board of Commissioners’ role with grant applications is to receive and file them. Taub moved to receive and file Communications D. Supported by Kowall. Motion carried on a voice vote. CONSENT AGENDA 1a. MR #18270 – BOARD OF COMMISSIONERS – TRI-PARTY IMPROVEMENT PROGRAM FISCAL YEAR 2018 APPROPRIATION – TOWNSHIP OF NOVI – RESURFACING VARIOUS LOCAL ROADS – PROJECT NO. 54432 The resolution, which was introduced by Commissioner Hugh Crawford, authorizes the release of $304 (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 Township of Novi that consists of the resurfacing of various local roads in the Township. A copy of the Cost Participation Agreement is included, and a budget amendment of $304 is recommended. 1b. MR #18271 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2018 APPROPRIATION – CHARTER TOWNSHIP OF WATERFORD- RESURFACING OF FREMBES ROAD FROM DIXIE HIGHWAY TO WALTON BOULEVARD – PROJECT NO. 54442 The resolution, which was introduced by Commissioner Eileen Kowall, 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 Waterford for the resurfacing of Frembes Road from Dixie Highway to Walton Boulevard. A copy of the Cost Participation Agreement is included, and a budget amendment of $30,000 is recommended. Construction on this project is expected to begin this summer. 1c. MR #18275 - BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2018 APPROPRIATION – CITY OF PONTIAC – RESURFACING OF OPDYKE ROAD FROM AUBURN ROAD TO PERRY ROAD – PROJECT NO. 51471 The resolution, which was introduced by Commissioners David E.S. Bowman and Michael J. Gingell, authorizes the release of $16,667 (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 Pontiac for the resurfacing of Opdyke Road from Auburn Road to Perry Road. A copy of the Cost Participation Agreement is included, and a budget amendment of $16,667 is recommended. Construction on this project is expected to begin this summer. FINANCE COMMITTEE MINUTES Page 5 August 2, 2018 1d. MR #18276 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2018 APPROPRIATION – CITY OF AUBURN HILLS – RESURFACING OF OPDYKE ROAD FROM AUBURN ROAD TO PERRY ROAD – PROJECT NO. 51471 The resolution, which was introduced by Commissioners Michael J. Gingell and David E.S. Bowman, authorizes the release of $38,667 (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 for the resurfacing of Opdyke Road from Auburn Road to Perry Road. A copy of the Cost Participation Agreement is included, and a budget amendment of $38,667 is recommended. Construction on this project is expected to begin this summer. 1e. MR #18279 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2018 APPROPRIATION – CITY OF OAK PARK – CONCRETE REPAIR WORK ON GREENFIELD ROAD FROM 10 MILE ROAD TO LINCOLN DRIVE – PROJECT NO. 54411 The resolution, which was introduced by Commissioner Nancy Quarles, authorizes the release of $47,245 (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 Oak Park for the concrete repair work on Greenfield Road from 10 Mile Road to Lincoln Drive. A copy of the Cost Participation Agreement is included, and a budget amendment of $47,245 is recommended. Construction on this project is expected to begin this summer. Moved approval of the attached suggested Fiscal Notes on the Consent Agenda. Supported by Motion carried unanimously on a roll call vote. REGULAR AGENDA 2. MR #18280 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2018 APPROPRIATION – TOWNSHIP OF GROVELAND – RESURFACING AND CULVERT REPLACEMENT ON TRIPP ROAD FROM DIXIE HIGHWAY TO VAN ROAD – PROJECT NO. 53611 The resolution, which was introduced by Commissioner Bob Hoffman, authorizes the release of $38,803 (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 Township of Groveland for the resurfacing and culvert replacement on Tripp Road from Dixie Highway to Van Road. Construction on this pr oject is expected to begin this summer. Fleming moved approval of the attached suggested Fiscal Note. Supported by Taub. Taub moved to report with a recommendation that the resolution be amended, as follows: 1. Correct the sixth (6th) WHEREAS paragraph, as follows: WHEREAS Oakland County’s one third (1/3) share of the – Fiscal Year 2018 authorized amount of Tri-Party Road Improvement funding for Project No. 53611 in the Township of Groveland is $37,803 $56,657. 2. Add the following as the last WHEREAS paragraph: FINANCE COMMITTEE MINUTES Page 6 August 2, 2018 WHEREAS in the event the FY 2019 Tri-Party Program Funds are not available, the COMMUNITY shall be responsible for their one -third share as well as the COUNTY’s one- third share. Supported by Kowall. Motion to report to amend carried unanimously on a roll call vote. Motion to approve the Fiscal Note carried unanimously on a roll call vote. 3. MR #18287 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2018 APPROPRIATION – CHARTER TOWNSHIP OF ORION – RESURFACING OF PINE TREE ROAD FROM CLARKSTON ROAD TO HEIGHTS ROAD – PROJECT NO. 54202 The resolution, which was introduced by Commissioner Michael J. Gingell, authorizes the release of $71,410 (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 Orion for the resurfacing of Pine Tree Road from Clarkston Road to Heights Road. Construction on this project is expected to begin this summer. Taub moved to report with a recommendation that the resolution be amended, as follows: 3. Correct the sixth (6th) WHEREAS paragraph, as follows: WHEREAS Oakland County’s one third (1/3) share of the – Fiscal Year 2018 authorized amount of Tri-Party Road Improvement funding for Project No. 54202 in the Charter Township of Orion is $71,410 $142,819. 4. Add the following as the last WHEREAS paragraph: WHEREAS in the event the FY 2019 Tri-Party Program Funds are not available, the COMMUNITY shall be responsible for their one -third share as well as the COUNTY’s one- third share. Supported by Kowall. Motion carried unanimously on a roll call vote. Fleming moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote. 4. MR #18265 – CIRCUIT COURT – FAMILY DIVISION – OAKLAND COUNTY CHILD CARE FUND BUDGET 2018-2019 Pursuant to Public Act 280 of the Public Acts of 1975, Oakland County is required to develop and submit a plan and budget annually for funding foster care services to the Child and Family Services Office of the Bureau of Juvenile Justice, Michigan Department of Health and Human Services. The Child Care Fund helps delinquents. The Circuit Court/Family Division is seeking approval of the submission of the 2018 - 2019 Oakland County Child Care Fund Budget to the Bureau of Juvenile Justice’s Child Care Fund Unit, Department of Human Services for the State’s Fiscal Year October 1, 2018 through September 30, 2019. FINANCE COMMITTEE MINUTES Page 7 August 2, 2018 Anticipated gross expenditures reflects about $37 million with $3.3 million in offsetting revenues, leaving a net expenditure of about $34 million. The related child care subsidy (50%) of allowable costs exceeds the FY 2019 Finance Committee Recommendation by about 8.10% or $1,377,834. A budget amendment will be recommended, if necessary, at the time of the contract agreement. Zack moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote. 5. FRIEND OF THE COURT – FY 2018 ACCESS AND VISITATION GRANT AMENDMENT The Friend of the Court is seeking approval of an amendment to the FY 2018 Access and Visitation Grant from the State Court Administrative Office (SCAO). The grant funds are used to support costs for providing supervised parenting time services to low-income people. The grant amendment increases the FY 2018 grant award from $17,500 to $22,500 for the period of October 1, 2017 through September 30, 2018. Commissioner Taub disclosed that she knows people who have received services in the past at the Friend of the Court. Zack moved approval of the attached suggested Fiscal Note. Supported by Fleming. Motion carried unanimously on a roll call vote. 6. MR #18264 – SHERIFF’S OFFICE – CONTRACT AMENDMENT #3 FOR LAW ENFORCEMENT SERVICES IN THE CHARTER TOWNSHIP OF ORION 2017-2018 The Sheriff’s Office is seeking approval of an Amendment #3 to the contract with the Charter Township of Orion to add one (1) Patrol Investigator position effective September 1, 2018, and continuing until the Oakland County Sheriff’s Office 2017-2018 Law Enforcement Services Agreement with the Charter Township of Orion expires or is terminated. One marked vehicle with Mobile Data Computer (MDC), Video Camera, mobile radio and prep radio be added to the County fleet to satisfy the requirements of the added position. The Deputy will be assigned as a liaison to the middle school in Orion Township. It is a full cost recovery contract. Taub moved approval of the attached suggested Fiscal Note. Supported by Fleming. Motion carried unanimously on a roll call vote. 7. SHERIFF’S OFFICE – CONTRACT AMENDMENT #1 FOR LAW ENFORCEMENT SERVICES IN LYON TOWNSHIP The Sheriff’s Office is seeking approval of an Amendment #1 to the contract with Lyon Township to add two (2) Patrol Investigator positions effective August 20, 2018 and continuing until the current contract expires or is terminated. Two (2) all-wheel-drive Ford Explorer marked vehicles with mobile and prep radio, MDC and video camera will be added to the County fleet to satisfy the requirements of the added positions. One Deputy will be assigned as a liaison in the middle school, and one Deputy will be assigned as a liaison in the high school. Fleming moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote. FINANCE COMMITTEE MINUTES Page 8 August 2, 2018 8. FACILITIES MANAGEMENT/FACILITIES MAINTENANCE & OPERATIONS – MEDICAL EXAMINER’S CHILLER REPLACEMENT PROJECT The current chiller in the Medical Examiner’s Office building is 19 years old and needs replacement. The equipment has experienced recent failures and required the service of two contractors to repair leaks. The project was competitively bid, and the Departments of Facilities Management and Purchasing are recommending that the project be awarded to the Limbach Company, based on lowest price and quality. The estimated cost of the project is $546,576, which includes $301,395 for the contract with Limbach Company, $30,000 for the emergency chiller installation, 4-month rental and $55,809 in contingency costs. Taub moved approval of the attached suggested Resolution. Supported by Fleming. Motion carried unanimously on a roll call vote. 9. FACILITIES MANAGEMENT/FACILITIES MAINTENANCE & OPERATIONS – BUILDING MANAGEMENT SYSTEM REPLACEMENT PROJECT/SECOND PHASE The Department of Facilities Management and Operations (FM&O) is seeking approval of the second phase of the Building Management System (BMS) Replacement Project. The Board of Commissioners had previously approved the initial phase via MR #16250 and a Phase 1 via MR #17250 to replace the BMS at Public Works, Sheriff’s Administration, Animal Shelter, Jail East Annex, Courthouse (Partial), North Office, Little Oaks, North Oakland Health Center, Annex I, Children’s Village J and the Rochester Hills District Court. Both phases have concluded within budget and on schedule. The second phase of the project will address the Information Technology and Medical Examiner buildings. The estimated cost of Phase 2 is $499,938. Kowall moved approval of the attached suggested Resolution. Supported by Taub. Motion carried unanimously on a roll call vote. 10. MR #18266 – PUBLIC SERVICES DEPARTMENT/MSU EXTENSION – MODIFICATION OF A PROFESSIONAL AND EDUCATIONAL SERVICES CONTRACT The Department of Public Services is requesting approval to amend the Professional and Educational Services Contract between Oakland County and the Michigan State University Extension to hold one (1) General Fund/General Purpose full-time eligible Natural Sciences Program Coordinator position vacant through the contract period. This will bring the amount of vacant positions to three. The three vacant positions will primarily offset the amount of the professional services contract with a not-to-exceed amount of $1,450,181 for the period of October 1, 2017 through September 30, 2022. The position will be filled with an MSU employee. Fleming moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote. 11. DEPARTMENT OF PUBLIC SERVICES – MEDICAL EXAMINER’S OFFICE – AGREEMENT WITH JACKSON COUNTY Officials at the Jackson County Medical Examiner’s Office received noticed that the Jackson County Morgue was being closed, and they were unable to locate a facility to conduct operations while a new facility was being renovated. The Jackson County Medical Examiner’s Office contacted the Oakland FINANCE COMMITTEE MINUTES Page 9 August 2, 2018 County Medical Examiner’s Office to request services. The Oakland County Medical Examiner’s Office is seeking approval of a Joint Operating Agreement between the County of Jackson and the County of Oakland. The County of Jackson will cover all transportation costs. The cost of an autopsy is $1650, and Mr. Miarka estimated that about 100 autopsies will be performed for Jackson County within 5 – 7 months, until their new facility is available. Long moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote. 12. DEPARTMENT OF ECONOMIC DEVELOPMENT & COMMUNITY AFFAIRS – COMMUNITY & HOME IMPROVEMENT DIVISION – PY 2018/2019 MICHIGAN STATE HOUSING DEVELOPMENT AUTHORITY (MSHDA) HOUSING EDUCATION PROGRAM CONTRACT FOR HOUSING COUNSELING SERVICES - ACCEPTANCE The Department of Economic Development & Community Affairs is seeking approval of a grant contract for the acceptance of $25,000 in grant funding from the Michigan State Housing Development Authority (MSHDA). The funds would be used to support counseling services for pre-purchase, foreclosure prevention, homebuyer education and financial management for the period of July 1, 2018 through June 30, 2019. Zack moved approval of the attached suggested Fiscal Note. Supported by Fleming. Motion carried unanimously on a roll call vote. 13. DEPARTMENT OF INFORMATION TECHNOLOGY – THIRD QUARTER 2018 DEVELOPMENT APPROPRIATION TRANSFER The Department of Information Technology is requesting approval of the Third Quarter 2018 Appropriation Transfer for development charges during the third quarter, which the Department of Information Technology has determined to be $1,136,666.33 for the General Fund/General Purpose County departments. Direct charges to Special Revenue and Proprietary Fund departments are $692,794.92 and non-County agencies are $7,426.25 for the third quarter of 2018. The schedule provides detailed information of all charges to departments and non-County agencies from Information Technology. Crawford moved approval of the attached suggested Resolution. Supported by Fleming. Motion carried unanimously on a roll call vote. 14. MR #18250 – BOARD OF COMMISSIONERS – SPONSORSHIP OF 2018 ARTS, BEATS AND EATS FESTIVAL The resolution was introduced by Commissioner Michael J. Gingell and Dave Woodward to authorize an expenditure of $10,000 to sponsor the 2018 Arts, Beats and Eats Festival, which is scheduled for Labor Day weekend, August 31 – September 3, 2018 in Royal Oak. Woodward moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote. FINANCE COMMITTEE MINUTES Page 10 August 2, 2018 15. DEPARTMENT OF MANAGEMENT AND BUDGET – COUNTY EXECUTIVE’S RECOMMENDED FY 2019-2021 BUDGET AND OVERVIEW OF REVENUE AND NON-DEPARTMENTAL BUDGET AND SALARY RECOMMENDATION Ms. Sonkiss gave some highlights of the County Executive’s Recommended FY 2019 – FY 2021 Triennial Budget. The County Executive Budget Overview presentation was given at the July 19, 2018 Board meeting. A new rate section has been added to the budget document that will be enhanced over time. For instance, the rate section currently includes internal service fund rates; however, in the future it will also include other rates such as the health fee rate changes that had recently taken place and will be approved with the adoption of the budget. Ms. Sonkiss explained that the County budget is an ongoing process. It’s a constant process of review, forecasting and amending. With each Finance Committee meeting amendments are made to the budget and posted in the financial system so the status of the budget is always current. Ms. Sonkiss gave a brief explanation of the Categorical Book, which reflects the variances from one budget year to the next. The budget is divided into three fund types, General Fund/General Purpose, Special Revenue Funds and Proprietary Funds. The General Fund/General Purpose (GF/GP) Fund, which consists of the general operating fund budget, as well as the Child Care Fund budget, which the County provides a subsidy for. The GF/GP is primarily supported by tax revenue, charges for services and intergovernmental revenue. The Special Revenue Funds consist primarily of grant funds, which can have an impact on the GF/GP Fund only if there are grant match requirements. The Proprietary Funds operate much like a business, which consists of Enterprise Funds and Internal Service Funds. Enterprise Funds primarily consist of a customer base outside of the County structure. Internal Service Funds primarily consist of a customer base within the County structure. The General Fund represents about 52% of the overall County budget, and for FY 2019 there is $893.3 million recommended, which reflects a reduction of about $12.7 million from the 2018 budget. The primary reason for that reduction is because of appropriations that were made for one-time projects in FY 2018. For FY 2019, the Special Revenue Fund budget recommendation reflects a decrease of about $0.6 million from the FY 2018 budget, and that is primarily due to varying amount of grant awards and the timing of awards. For FY 2019, the Proprietary Funds budget recommendation reflects a decrease of about $0.5 million from the FY 2018 budget. The recommendation of the County millage rate for FY 2019 is 4.04 mills, which is below the County’s maximum authorized millage rate of 4.1125. The County has a long history of levying below the maximum authorized millage rate. The Finance Committee was also provided with the Fiscal Year 2019 Salary Recommendations that was approved by the Human Resources Committee and will be included within the budget when it goes to the full Board for adoption on September 27, 2018. The recommendation reflects a 2% salary adjustment to the County Executive, Prosecuting Attorney, County Clerk/Register of Deeds, Water Resources Commissioner, Sheriff and County Treasurer effective September 29, 2018. The recommendation also includes a 2% salary adjustment for County Commissioners for FY 2019, effective January 1, 2019 with a “me too” for FY 2020. The Amendment List was provided to the Commissioners, and it will be updated throughout the budget process as needed. Fleming moved to receive and file the Finance Committee – Budget Overview of the Oakland County Executive’s Recommended FY 2018 – FY 2020 Triennial Budget and the Amendment List. Supported by Taub. Motion carried on a voice vote. RECESS at 10:49 A.M. RECONVENED AT 11:00 A.M. FINANCE COMMITTEE MINUTES Page 11 August 2, 2018 ROLL CALL FOR QUORUM BUDGET HEARINGS COUNTY EXECUTIVE On behalf of the County Executive Jerry Poisson, Bob Daddow and Laurie Van Pelt presented the County Executive’s recommended FY 2019 – FY 2021 budget. The total recommended budget for FY 2019 is $893,309,673. The Directors and Senior Managers of all County Executive Departments and Divisions were also present to address questions posed by the Commissioners on the line item budget. There is one change under the Professional Services line item of an additional $300,000 in anticipation of the need for expertise in the future, especially relating to water and sewer. At some point an organization will need to be established within the County Government dedicated with professional skills of accounting and rate-making for water and sewer to best represent the communities of Oakland County. Commissioner Taub inquired about the status of indigent defense. Mr. Poisson explained that at about noon today, Malcolm Brown will have a mediation conference call to continue to work through the differences with the State. Mr. Poisson indicated that the State does not have the legal authority to accept or reject any portion of the plan until December. Commissioner Zack inquired about the issue with the 457b Plan relating to employees who had retired and came back as part-time employees. Mr. Poisson explained that it was discovered during an IRS audit that monies from a 457b Plan (Deferred Compensation) cannot be withdrawn by employees while they are employed with the County. Department heads are working together to address the issues with individuals who have been affected by this. PROBATE COURT Judge Kathleen Ryan, Ed Hutton, and John Cooperrider were present to address questions posed by the Commissioners on the line item budget. Judge Ryan explained that there are various obstacles that the Probate Court has been facing. Staff had decreased as a result of the recession of 2008, and in the past two years they have lost additional staff experience due to retirements. There has been an increase in the complexity of case filings, and they are about to face a large increase of case filings with the aging of the Baby Boomers. Judge Ryan stated that the Probate Court has done a lot to prepare for the increases. Probate Court staff has collaborated with various County departments to streamline things and use the resources the Probate Court has to make things more efficient. Plante Moran is working with the Probate Court on a program called the “Lean Project.” Last year Plante Moran did an assessment of the Probate Court counter operations and made some recommendations to streamline operations with reduced staff to make things more efficient. Probate Court staff is working with Department of Information Technology staff for projects such as the laser fiche project, which is a County-wide project. The first phase of the project will allow for auto-filling of documents, electronic signatures and an opportunity for an efficient exchange of computer programs. Judge Ryan indicated that the Oakland County Probate Court is the first probate court in the State of Michigan to file documents with the Michigan Court of Appeals electronically, which began a couple weeks ago. Electronic Displays for the public will direct clients and litigants to the proper probate court. In collaboration with Human Resources, Probate Court is utilizing training programs for staff. There will be a public access electronic service area for the public to fill out forms, search court files, retrieve records, and eventually e-filing will be available in the next four (4) or five (5) years. Judge Ryan cited statistics from the Performance Measure Report of 2017, some of which included: Clearance Rate for 2017, for estates and trust cases were 100%; guardianship and conservatorship cases were 99%; mental FINANCE COMMITTEE MINUTES Page 12 August 2, 2018 health and judicial admissions were 100% clearance rate; and civil matters were 93% clearance rate. Judge Ryan expressed concurrence with the County Executive Recommended FY 2019 budget, as presented. Commissioner Zack commended the Probate Court in meeting the needs of the County with the resources they have. She asked if their resources are adequate for the future. Judge Ryan said at this juncture, they are. She offered to provide information about the Lean Project to the Commissioners. At this point they are doing the best they can with the resources they have, and they will continue to follow recommendations from Plante Moran to make the Probate Court operate as efficiently as possible. Judge Ryan gave an update on the Americans with Disabilities Act (ADA) compliant updates that have been going on in the Probate Court, with much success, and she thanked the Board of Commissioner s and the County for their efforts to make those accommodations. Commissioner Taub inquired about the use of books and publications and whether each Judge orders their own periodicals. Judge Ryan indicated that each Judge determines what they need and what they are used for. The Court Administrators order what is needed and requested. Judge Ryan indicated that 90% of what they need is on line. The only books they use are the Court of Appeals and the Michigan Court Reporters publications. DISTRICT COURT Judge Joseph Fabrizio, and Court Administrators Sharon Rupe, Brett Dery, Alexandra Black, Dana O’Neill and Tom Fuentes were present to address questions posed by the Commissioners on the line item budget, as recommended and presented by the County Executive for FY 2019. Commissioner Taub inquired about whether the District Courts use books and other publications. Judge Fabrizio indicated that the majority of research is done through West Law on line; however, each Division does maintain their own libraries. As more and more online resources are used, Judge Fabrizio anticipates that the library resources will decrease. Commissioner Woodward inquired about how much mediation is used in the District Courts to resolve cases. Judge Fabrizio indicated that Alternative Distribution Resolution (ADR) is strongly encouraged by the Supreme Court Administrator’s Office, but each judge has different philosophies for mediation options; however, if the parties object, it will not be forced upon them. The District Court works closely with the Oakland County Mediation Center or refer cases out to mediation with individual attorneys or non-attorneys who may have specific expertise in various areas in conjunction with case evalu ation, which is offered by the Oakland County Bar Association. The Oakland County Mediation Center tracks the number of cases that are referred to them and the success rates of those cases. Commissioner Zack asked if the District Courts collaborate toget her with regard to resources, whether it be staffing, supplies to save costs. Judge Fabrizio indicated that the District Courts were forced to collaborate more and more as a result of the budget crisis in 2008, and they continue to collaborate together. When there are temporary needs such as staffing shortages, they shift employees around as needed. CIRCUIT COURT Judge Shalina Kumar, Chief Judge of the Circuit Court, Judge Jeff Matis, and Kevin Oeffner, Court Administrator and Dave Wilson, John Cooperrider and Suzanne Hollyer were present to address questions posed by the Commissioners on the line item budget, as recommended and presented by the County Executive for FY 2019. Judge Kumar indicated that there have been some line item shifts in the FINANCE COMMITTEE MINUTES Page 13 August 2, 2018 budget, but there are no additional monetary requests by the Circuit Court within the County Executive’s FY 2019 recommended budget. For example, some funds have been shifted to the Sheriff’s Budget for additional court security. PROSECUTING ATTORNEY Jessica Cooper, Prosecuting Attorney and Paul Walton, Chief Assistant Prosecuting Attorney were present to address questions posed by the Commissioners on the line item budget, as recommended and presented by the County Executive for FY 2019. Ms. Cooper stated that one of the issues that the Prosecuting Attorney’s Office will be dealing with soon are the juvenile lifer cases, which will be coming to fruition since the Michigan Supreme Court has made its ruling. Of the 41 cases that are remaining there are about 8 or 12 pre-trials set all the way through next year, and the Commissioners will be seeing a lot of coverage on some of these cases. With regard to the Michigan Indigent Defense Commission, the Supreme Court has decided that the arraignment in District Court is a critical stage of the proceedings wherein defense counsel must be present, and Prosecuting Attorneys need to also be present . As a result, more physical places that the Prosecuting Attorneys need to be present, and the estimated number of prosecuting attorneys to cover all areas is about 14 prosecuting attorneys, which would be costly. During weekends and holidays, district courts come to Oakland County for weekend arraignments. Ms. Cooper suggested If there were two venues, one at the north end and one at the south end, there would only need to be two (2) prosecuting attorneys. Commissioner Taub inquired about the use of periodicals in the Prosecuting Attorney’s Office. Mr. Walton indicated that there are certain books that they need, especially when Prosecuting Attorneys need to appear at any of the 14 different district courts where there is no wi-fi available, and some judges do not allow computers in their courtrooms; therefore, some records need to be printed. However, the Prosecutor’s Office does encourage attorneys to utilize online resources, when possible. Mr. Bertolini indicated that there are tools that can possibly help with the electronic changes, such as mobile printing. OTHER BUSINESS/ADJOURNMENT There being no other business to come before the Committee, the meeting was adjourned at 12:32 p.m. ______________________________________ _____________________________ Pamela Worthington, Committee Coordinator Chris Ward, Administrative Director NOTE: The foregoing minutes are subject to Committee approval.