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HomeMy WebLinkAboutMinutes - 2018.08.16 - 37193 August 16, 2018 Chairperson Middleton called the meeting of the Finance Committee to order at 9:04 a.m. in Committee Room A of the Commissioners' Auditorium Wing, County Service Center in Pontiac, Michigan. COMMITTEE MEMBERS PRESENT Thomas Middleton, Eileen Kowall, Shelley Goodman Taub, Wade Fleming, Hugh Crawford, David Woodward, Nancy Quarles COMMITTEE MEMBERS ABSENT WITH NOTICE Helaine Zack and Christine Long OTHERS PRESENT CENTRAL SERVICES/AIRPORT Cheryl Bush, Manager, Aviation and Transport CLERK/REGISTER OF DEEDS Lisa Brown, Clerk/Register of Deeds Jennifer Howden, Chief Deputy County Clerk Joe Rozell, Director of Elections COUNTY EXECUTIVE Bob Daddow, Deputy County Executive FACILITIES MANAGEMENT Art Holdsworth, Director Joseph Murphy, Manager, Facilities Planning/Eng. Ed Joss, Manager, Facilities Planning/Eng. Paul Zachos, Property Manager Facilities Planning/Eng. 52ND DISTRICT COURT, DIV. 1 Alexandra Black, Court Administrator HEALTH AND HUMAN SERVICES Kathy Forzley, Director Leigh-Anne Stafford, Health Officer HUMAN RESOURCES Monica Buchholz, Analyst II INFORMATION TECHNOLOGY Mike Timm, Director Jeff Nesmith, Manager, CLEMIS 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 Laura Huyghe, Supervisor I Kim Elgrably, Fiscal Services Coordinator Leo Lease, Financial Analyst Terri Brockmiller, Financial Analyst Monica Tinsley, Financial Analyst Antonio Pisacreta, Financial Analyst Stacey Smith, Financial Analyst Cathy Bemman, Accountant II MEDICAL EXAMINER Cas Miarka, Administrator 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 16, 2018 OTHERS PRESENT, cont’d. PARKS AND RECREATION COMMISSION Dan Stencil, Executive Officer PROSECUTOR’S OFFICE Emily McIntyre, Supervisor, Victim Services PUBLIC SERVICES Mark Newman, Director Sheila Leddy, Supervisor, Admin. Services, MSU-E SHERIFF’S OFFICE Michael Bouchard, Sheriff Doug Molinar, Captain Steve Schneider, Lieutenant Gaia Piir, Fiscal Officer TREASURER’S OFFICE Andy Meisner, County Treasurer Jody DeFoe, Deputy County Treasurer Fred Miller, Community Liaison Ross Gavin, Admin. Assistant to Elected Officials Christine Cho, Intern, Rochester Adams WATER RESOURCES COMMISSIONER Jim Nash, Water Resources Commissioner Steve Korth, Manager Raphael Chirolla, Supervisor, Financial Services Navid Mehram, Chief Engineer CITY OF ROCHESTER HILLS Tina Barton, City Clerk Leanne Scott, Deputy Clerk/Pres. OCCA CITY OF TROY Kurt Bovensiep, Public Works Director BOARD OF COMMISSIONERS Chris Ward, Administrative Director Michael Andrews, Senior 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 Minutes of August 2, 2018, were not available and will be approved at the next Finance Committee meeting. 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 There were no items on today’s agenda that impact the FY 2018 General Contingency balance of $16,018. The General Fund balance will be decreased by $380,000 with the adoption of Items #3, #10 and #11 on today’s agenda. The Contingency Report also includes updated information on West Nile FINANCE COMMITTEE MINUTES Page 3 August 16, 2018 distributions for FY 2018. Fleming moved to receive and file the Contingency Report. Supported by Quarles. Motion carried on a voice vote. COMMUNICATIONS A. Prosecuting Attorney – FY 2019 Victim Rights – Grant Application Kowall moved to receive and file Communications Item A. Supported by Fleming. Motion carried on a voice vote. REGULAR AGENDA 1. MULTI-DEPARTMENT (SHERIFF’S OFFICE, COMMUNITY CORRECTIONS AND CIRCUIT COURT) – 2017 EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT (JAG) PROGRAM ASSISTANCE The Sheriff’s Office, Community Corrections and the Circuit Court are seeking approval of the acceptance of a grant in the amount of $149,658, which includes the County’s share of $52,994 and $96,664 for the City of Pontiac. Oakland County serves as fiduciary for this grant. The grant application was submitted last year; however, the acceptance was delayed by the United States Department of Justice. The resolution approves the 2017 Edward Byrne Memorial Justice Assistance Grant (JAG) Program funding in the amount of $149,658 for the period of October 1, 2016, through September 30, 2020. The City of Pontiac will use the grant funds for contracted overtime. The Oakland County Sheriff’s Office will use $18,700 of the County’s share for TASER replacement, Community Corrections will use $26,394 of the County’s share towards a contract with the Oakland County Health Network for a portion of an Access Liaison position and the Circuit Court will use $7,900 of the County’s share to purchase a device that converts microfiche/microfilm to digital images. Fleming moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote with Zack and Long absent. 2. SHERIFF’S OFFICE – 2018 EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT (JAG) PROGRAM SUBRECIPIENT AGREEMENT AND GRANT APPLICATION The Sheriff’s Office is seeking approval of a grant application and subrecipient agreement between Oakland County and the City of Pontiac. The U.S. Department of Justice has allocated $124,500 for the grant funding period of October 1, 2017 through September 30, 2021 for FY 2018 Program Year. The County portion of this grant has been substantially reduced this year. Upon acceptance, the Oakland County Sheriff’s Office would receive $26,711 and the City of Pontiac would receive $97,789. Oakland County would serve as the fiduciary and lead agency for the entire award. Kowall moved approval of the attached suggested Fiscal Note. Supported by Woodward. Motion carried unanimously on a roll call vote with Zack and Long absent FINANCE COMMITTEE MINUTES Page 4 August 16, 2018 3. SHERIFF’S OFFICE – VIDEO STORAGE AREA NETWORK UPGRADE PROJECT The Sheriff’s Office is requesting approval of the Video Storage Area Network Upgrade Project. The project is associated with the in-car cameras that are installed in all patrol vehicles and the videos that are recorded. The project consists of the purchase of servers with increased storage capacity of 120 Terabytes (TB) and a five-year license for redaction software. The original software was installed at the end of 2011 and has been failing. The estimated cost of the project is $120,000. Taub moved approval of the attached suggested Fiscal Note. Supported by Fleming. Motion carried unanimously on a roll call vote with Zack and Long absent. 4. MR #18297 – WATER RESOURCES COMMISSIONER – UNIT REORGANIZATION The Water Resources Commissioner (WRC) is taking the initiative to more accurately portray its facilities’ new bio-solids process by changing the terminology from wastewater treatment plants to water resource recovery facilities. To support that initiative, the Water Resources Commissioner is requesting approval to change the name of the Pontiac Wastewater Treatment Plant to the Clinton River Water Resource Recovery Facility (CRWRRF). As part of the name change, there is also a request to retitle 29 classifications and positions. Kowall moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote with Zack and Long absent. 5. MR #18296 – PARKS AND RECREATION COMMISSION – SAFETY PATH BILL OF SALE AND EASEMENT Mr. Stencil explained that this is the last action of the collaborative effort that began over two years ago with Independence Township through the adoption of MR #16176, which approved the Interlocal Agreement between Independence Township and Oakland County. At this point, the Parks and Recreation Commission is seeking authorization of the Bill of Sale for 1.6 miles of safety path, which is an extension of the previously approved agreement. The transfer of ownership is required, and the Township will maintain and operate the path at its sole cost. An easement is required because some of the path is on County-owned property. Crawford moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote with Zack and Long absent. 6. DEPARTMENT OF CENTRAL SERVICES – OAKLAND COUNTY INTERNATIONAL AIRPORT – 2018 GRANT PROGRAM ACCEPTANCE – REMOVE OBSTRUCTIONS – RUNWAY 9R PHASE 2 – CONSTRUCTION The Michigan Department of Transportation has awarded Oakland County $108,000 in grant funding, including a County match of $10,800, which is available from the Airport Fund. The grant funds will be used to remove obstructions for Runway 9R at the Oakland County International Airport. Kowall moved approval of the attached suggested Fiscal Note. Supported by Woodward. Motion carried unanimously on a roll call vote with Zack and Long absent. FINANCE COMMITTEE MINUTES Page 5 August 16, 2018 7. DEPARTMENT OF CENTRAL SERVICES – OAKLAND TROY AIRPORT – 2018 GRANT PROGRAM ACCEPTANCE – REHABILITATE TERMINAL APRON – DESIGN AND CONSTRUCTION; AIRFIELD CRACK SEALING AND PAINT MARKING The Michigan Department of Transportation has awarded Oakland County $476,800 in grant funding, which includes $429,120 in Federal funds, $23,840 in State funds and a required County match of $23,840, which is available from the Airport Fund. The grant funds will be used to rehabilitate the terminal apron as well as airfield crack sealing and paint marking at the Oakland Troy Airport. Crawford moved approval of the attached suggested Fiscal Note. Supported by Woodward. Motion carried unanimously on a roll call vote with Zack and Long absent. 8. FACILITIES MANAGEMENT – LEASE RATE INCREASE FOR 52-4 TROY DISTRICT COURT The Department of Facilities Management is seeking approval of a lease rate increase for the 52nd District Court, Division 4, in the City of Troy for the custodial services portion of the lease agreement. The current lease agreement requires the County to pay an annual fixed capital maintenance fee ($32,400), adjustable fees for building maintenance ($29,685), and a fixed custodial fee ($46,131), site work maintenance fee ($44,388), and insurance ($5,000) for a total of $157,604 per y ear. The City of Troy has not increased any of those fees since the lease was signed in 1996. However, the City of Troy has recently selected a vendor for custodial services in the amount of $91,815 per year. There was an annual cap of up to 6 percent on the custodial fee in the current lease; therefore, this reflects an increase of about 33 percent, which violates the terms of the current lease agreement. The 52nd District Court, Division 4, Facilities Management and Corporation Counsel recommend an am endment to the lease agreement to increase the annual custodial fee in the agreement to $91,815 per year, effective July 1, 2018. Fleming moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote with Zack and Long absent. 9. DEPARTMENT OF HEALTH AND HUMAN SERVICES/HEALTH DIVISION – qPCR METHODS FOR OAKLAND COUNTY BEACHES GRANT CONTRACT WITH THE DEPARTMENT OF ENVIRONMENTAL QUALITY (DEQ) – DEQ PROJECT NUMBER 2018-7216 The Health Division is seeking approval of a grant contract in the amount of $86,214, including a required County match of $7,000 for the period of May 1, 2018 through December 31, 2019. The funds would be used for sample testing of Oakland County beaches for the pr esence of E. coli bacteria. They will also be able to do DNA testing of contaminants through qPCR methods to source (human or animal). Kowall moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote with Zack and Long absent. 10. DEPARTMENT OF INFORMATION TECHNOLOGY – CLEMIS FIRE RECORDS MANAGEMENT PROGRAM PHASE II The Department of Information Technology is requesting additional funding to complete the development of the emergency medical services (EMS) incident reporting and the remaining modules utilizing modern mobile technology (Phase II) to perform inspections of facilities, hydrants and emergency equipment to FINANCE COMMITTEE MINUTES Page 6 August 16, 2018 assist the fire departments in making their communities a safer place. A list of the fire departments currently on the CLEMIS Fire Records Integrated System (CFRIS) as of August 15, 2018, as well as the departments that are in the process of transitioning to the CFRIS was provided to the Commissioners. The fire records management system contains data necessary for the fire departments to perform their functions on personnel, events, equipment status, maintenance, etc. that is tied into the CLEMIS computer-aided dispatch system. In 2015, the County replaced the fire records components using the County’s own coded system with the support of Urban Areas Security Initiative (UASI) grants; however, UASI grant funding has declined over the years. In December of 2015, the Department of Information Technology had requested about $700,000 through MR #15302 from the Board of Commissioners to write the program with the indication that more funds would be requested in the future. The resolution requests the approval of the additional appropriation of $250,000 from the General Fund Assigned Fund Balance for Technology Replacement/Hardware to the Fire Records Management Fund for Phase II of the CLEMIS Fire Records Management Program. Woodward moved to receive and file the CLEMIS Fire Department list. Supported by Kowall. Motion carried on a voice vote. Taub moved approval of the attached suggested Resolution. Supported by Quarles. Motion carried unanimously on a roll vote with Zack and Long absent. 11. MR #18295 – BOARD OF COMMISSIONERS – DESIGNATION OF THE BICENTENNIAL YEAR AND ESTABLISHMENT OF THE OAKLAND COUNTY BICENTENNIAL EXECUTIVE COMMITTEE AND ADVISORY BOARD The resolution establishes the year 2020 as Oakland County’s Bicentennial year and requests that Oakland County cities, villages, townships, schools, religious, cultural and community institutions join in the celebration of this milestone of Oakland County’s history. In addition, the resolution establishes an Oakland County Bicentennial Executive Committee to be charged with coordinating, planning and executing events and celebrations surrounding Oakland County’s Bicentennial. The resolution further establishes an Oakland County Bicentennial Advisory Board to support the efforts of the Executive Committee to enhance the events, activities and educational experiences during the Bicentennial. The resolution authorizes up to $10,000 in support of activities of the Oakland County Bicentennial celebration. Fleming moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote with Zack and Long absent. 12. DEPARTMENT OF FACILITIES MANAGEMENT – 2019-2028 CAPITAL IMPROVEMENT PROGRAM Every year, Facilities Management reviews and updates the 10-year Capital Improvement Program (CIP) for the upcoming fiscal year. The first five years are detailed in terms of which projects are going to be requested, with each request coming to the Board of Commissioners via resolution. The CIP Program plan is broken up by two categories: Civil and Buildings. All projects that are included in the CIP involve assets that are installed in a building or on campus. Mr. Holdsworth gave a brief explanation of the details in the spreadsheet that lists the categories of buildings and civil projects within the CIP. The current CIP report includes 12 Building Projects for a total of $61,832,330 and 6 Civil Projects for a total of FINANCE COMMITTEE MINUTES Page 7 August 16, 2018 $25,692,373. The highest priority items will be scheduled first. Commissioner Fleming asked how the overcrowding issue in the Communications Center at the Sheriff’s Office is being addressed. Mr. Holdsworth explained that there is a future projects section within the Capital Improvement Program document that is now broken up into four (4) different sections. The Communications Project in the Emergency Operations Center/Sheriff’s Dispatch Center is listed on page eight (8) of the document and is estimated to cost about $15 million. Mr. Holdsworth indicated that future projects are not funded at this time, but are noted for future consideration. Commissioner Fleming asked how projects are moved forward from the future projects list. Ms. Van Pelt indicated that the project in question is high on the County Executive’s priority list; however, there will be ongoing discussions to determine what the Sheriff’s priorities are. Commissioner Taub inquired about the status of the Americans with Disabilities Act (ADA) compliance project and whether any of the work has begun. Mr. Holdswort h stated that they are working with the Probate Court right now. The ADA building codes keep changing; therefore, when a remodeling project is done, they are using the most current ADA building codes and standards. Commissioner Woodward inquired about the Children’s Village J installation of a fire suppression system, stating that where kids are sleeping, there should be a priority. He suggested that the project for the fire suppression system at Children’s Village for Building J should be moved up from the future projects list. Ms. Van Pelt indicated that they can go back and discuss it. Taub moved approval of the 2019-2028 Capital Improvement Program. Supported by Fleming. Motion carried unanimously on a roll call vote with Zack and Long absent. OTHER BUSINESS Budget Amendment List as of August 10, 2018 The updated Budget Amendment List was provided to the Committee. Kowall moved to receive and file the Budget Amendment List as of August 10, 2018. Supported by Taub. Motion carried on a voice vote. RECESS AT 10:04 A.M. RECONVENED AT 10:12 A.M. ROLL CALL FOR QUORUM PUBLIC COMMENT Tina Barton, City Clerk for the City of Rochester Hills, and Leanne Scott, Deputy Clerk for the City of Rochester Hills/President of Oakland County Clerk’s Association, introduced themselves to the Finance Committee. FINANCE COMMITTEE MINUTES Page 8 August 16, 2018 BUDGET HEARINGS TREASURER’S OFFICE Mr. Meisner and Ms. DeFoe were present to address questions posed by the Commissioners on the line item budget for the Treasurer’s Office. Mr. Meisner indicated that there are no substantial changes or requests by the Treasurer’s Office within the County Executive’s Recommended Budget. This is a continuation budget to maintain the Treasurer’s Office operations, to administer the collection of delinquent taxes through the Delinquent Tax Revolving Fund, annual land sales, local government investment pool and the County’s banking function. Trends continue to follow course. Real property delinquencies continue to decline from $155 million in 2010, to $63.1 million this year that local governments have turned over to the County for collections. The number of tax foreclosures continues to decline. There were about 1,650 foreclosures in 2012, 580 foreclosures in 2017, and this year there was a 10-year low at 365 foreclosures. Land sales generated about $43.5 million in County revenue since 2010, which has helped balance the budget. Mr. Meisner informed the Commissioners that the Oakland County Treasurer’s Office won the NACo Best in Category award “Growing Pontiac”, which was initiated by Jill Robinson, Property Specialist, in the Treasurer’s Office, for a coalition around building gardens and beautifying neighborhoods. The Wharton School of Business at the University of Pennsylvania, recently recognized the Oakland County Treasurer’s Office for its innovative approach to teaching financial literacy via an art contest. The Treasurer's Office has given out $70,000 in scholarships to students in Oakland County over the last seven (7) years. The funding for the art contest has been generously supported by banks and credit unions, as well as the Oakland Livingston Human Service Agency (OLHSA). There are 49 Oakland County communities that participate in the local government investment pool in which the Treasurer’s Office can achieve higher interest rates for the local communities through an economy of scale. The delinquent tax revolving fund continues to be robust. WATER RESOURCES COMMISSIONER Jim Nash, Steve Korth and Raphael Chirolla were present to address questions posed by the Commissioners on the line item budget. Mr. Nash highlighted some of the projects they are currently working on. Communities in Oakland County have been sued because of how they are getting money for storm water. As a result, Mr. Nash indicated that the Water Resources Commissioner’s Office has been working with County Administration and state legislators on legislation to establish a storm water fee with the goal of designing a system for communities to pay fairly and transparently for storm water issues. Another piece of legislation deals with the Lead and Copper Rule that the State Governor has put out recently in terms of how it pays for things, which the WRC has issues with. The WRC is working with the Health Department, Corporation Counsel, Great Lakes Water Authority (GLWA), the City of Detroit and others to have a system that is done on a more reasonable and organized method, as opposed to an upfront cost that would be a massive burden for some communities. They could utilize the asset management system to coordinate work that needs to be done. For instance, if water lines need to be repaired, they can coordinate that work with storm drain repairs, etc. to save project costs. Mr. Nash indicated that lawsuits related to storm water amounts to about $44 million; therefore, this is an issue that has a lot of impact on communities. The WRC is negotiating with GLWA on the Oakland Macomb-Interceptor project. One of the major sections of the system only serves Oakland and Macomb, and Oakland County would like to buy or lease it so that necessary improvements can be made using the County’s AAA-Bond credit rating to save costs. FINANCE COMMITTEE MINUTES Page 9 August 16, 2018 The WRC has placed a lining in a large portion of the system that is supposed to last 100 years, eliminating inflow and infiltration into that system, thereby saving about $7 million per year in treatment costs. There are significant projects in Pontiac taking place, such as the replacement of an anaerobic digester with a new system that will be able to produce about 5% more processing than the old system. Methane and fertilizer will be produced that they will be able to sell on the market and/or give away to Pontiac residents for fertilizer. They are replacing all the old water meters with new ones that will be much more efficient and will help the WRC identify leaks in homes in order to notify the homeowners. An issue that has come up in recent years is the Per- and polyfluoroalkyl substances (PFAS) issue. The WRC is doing a survey with all businesses in Pontiac to see if any of them are using or have used PFAS in any of their processes. The GLWA has tested all of their water systems and have not found PFAS in many years. The WRC has tested its well systems and have not found any PFAS. The WRC does the industrial pretreatment system in Pontiac, and they have tested and are doing their own survey, which is a state mandate. Potential growth is anticipated. Some communities have requested that the WRC consider operating their water and/or sewer systems. The WRC will soon be taking over the operations of Lathrup Village’s storm water system. The WRC received a grant from SEMCOG to bring all systems within the George W. Kuhn drain up to date and to review ordinances to increase green infrastructure and limit storm water from getting into the system. The WRC will be at the State Fair on Thursday, August 30th. The Dirt Doctors will be there to do demonstrations on erosion to educate kids. Commissioner Taub asked for a detailed explanation of the storm water fee. Mr. Nash indicated that because of lawsuits relating to storm water, communities needed to set up a storm water utility, which means that people are charged by the amount of impervious surface they have on their property. Mr. Nash indicated that SEMCOG has information on every single property in the state that shows the percentage of impervious surface on their property. CLERK/REGISTER OF DEEDS Lisa Brown, Jennifer Howden and Joe Rozell were present to address questions posed by the Commissioners on the line item budget. Ms. Brown gave some highlights of some of the items on the line items budget. Regarding the line item budget for Admission to the Bar, there has been a trend going down with revenue in the last few years due to fewer attorneys being sworn in. There was a law change that affected deeds that changed to a flat fee of $30, as opposed to charging a per-page fee. This change impacted deeds, mortgages and recording fees within the budget. For instance, for deeds in FY 2017, the budget was $700,000, and the Clerk’s Office had received over $1 million; for FY 2016, deeds was budgeted for $450,000, and they received $382,000. Mortgages were budgeted in FY 2017 for $1.5 million, and they brought in about $1.168 million; in FY 2016, mortgages were budgeted for $2 million and they received $2.383 million. In FY 2017, the Recording Fees budget was $1 million, and the Clerk’s Office received over $3 million; in FY 2017, the Clerk’s Office had received $1.046 in recording fees with a budget of $1 million. Ms. Brown indicated that there is proposed legislation pending at this time that would affect the Nominating Filing Forfeit line item. Currently, those who run for office and win would receive their filing fee back, and those who come in 3rd, 4th and 5th would not. The proposed legislation would change that rule whereby nobody would receive their filing fee back, and therefore, increasing the Nominating Filing Forfeit line item revenue. The Federal Government had increased the passport processing fee, and therefore, the Clerk’s Office had received $23,205, which is $13,205 over the FY 2017 budget of $10,000. Library continuations consist only of the Michigan Court Rule books that they order. FINANCE COMMITTEE MINUTES Page 10 August 16, 2018 Ms. Brown requested an increase of $225,000 in even year budgets for the Election Supplies line item to cover costs to have the resources to print 100% for August primaries and to do some voter education, especially for the August primaries. Ms. Brown indicated that odd year budget can be reduced by $100,000. Ms. Brown asked for additional funds in the amount of $1,000 to be added in the future budget for the Directory Cover contest, which would be reflected under the Printing County Directory line item. Commissioner Kowall inquired about ballots and whether they are purchased in advance. Mr. Rozell indicated that for the general election in November, the statute requires one ballot for every registered voter. For the August primary, the number required to order per statute is based on the previous corresponding primary. In this case, the previous corresponding primary was 2014, which was not equivalent to this year. However, in anticipation, they went back to 2010 for review; padded that figure, and worked with clerks on supplemental orders. The 2018 primary shattered the records in Oakland County by 7%. There were no issues with 97% of the County’s precincts. There were a handful of precincts that ran short on ballots. Mr. Rozell indicated that there were more first-time voters this year than ever before. Based on the data from this election, the Oakland County Clerk’s Office will continue to work in partnership to study the data and make sure that the shortage of ballots does not happen again. Ms. Brown indicated that there was more than 10% spoilage of ballots at some precincts and 30% spoilage of ballots in others. Ms. Brown expressed the importance of voter education. PUBLIC COMMENT Tina Barton, City Clerk, Rochester Hills expressed her support for Clerk Brown’s request for more funds. She indicated that training is provided to her poll workers at every election. BUDGET HEARINGS SHERIFF’S OFFICE Sheriff Bouchard, Gaia Piir and Dale Cunningham were present to address questions posed by the Commissioners on the line item budget as presented and recommended by the County Executive. Sheriff Bouchard indicated that there are not a lot of changes from last year’s budget. Chairperson Middleton inquired about the Byrne grants and where information is reflected in the budget. Ms. Piir explained that the grants are reflected in Special Revenue Funds, which are in a different section of the budget book. Commissioner Kowall inquired about the County Auction in the line item under expenditures, which reflects the budget to be $15,000; however, the actual expense for FY 2017 was $17,517. Mr. Cunningham explained that the expenses all occurred in the General Fund, but when they sell items at the auction, sometimes the funds go into other areas of the budget. Ms. Sonkiss indicated that in the FY 2017 budget, the revenue received was more than the auction expense. Commissioner Taub inquired about library continuations. M s. Piir indicated that the Sheriff’s Office was purchasing five (5) copies of the Shepard’s Michigan Citations from the Oakland County Library; however, they are now purchasing one (1) hard copy with online availability, which will result in a $12,000 savings of the budget for that line item. Sheriff Bouchard indicated that in October of this year there will be a ribbon cutting ceremonial event to celebrate the opening of the DNA Lab. They will be focusing on priority cases that have time constraints. Commissioner Woodward spoke about the increased frequency of incidents at the court in the City of Pontiac and asked if there are funds in the existing budget to move personnel to the City of Pontiac. FINANCE COMMITTEE MINUTES Page 11 August 16, 2018 Sheriff Bouchard indicated that statistics have been reviewed, and what looks like a spike may not actually be a spike in crime because it happened in a short period of time. Sheriff Bouchard stated that, in general, the City of Pontiac is still down by over 30% of total crimes since the Oakland County Sheriff’s Deputies have been in the community with a six-minute or less response time on all priority calls. The Sheriff’s Office talked with the leaders in the City of Pontiac and made suggestions to add three (3) to five (5) Deputies for community engagement. Commissioner Woodward asked about the status of body cameras. Sheriff Bouchard indicated that storage costs were an issue and technology is changing, but they are examining it. Commissioner Middleton asked about the line item under Personnel Expenditures titled “Retroactive”. Ms. Piir indicated that an example for retroactive pay could be due to the result of a job audit in which merit increases occur. They are not going to budget for that until it occurs and is paid. Commissioner Quarles inquired about the line item for Social Security Incentive Payments. Ms. Sonkiss indicated that those funds occur when individuals are housed in the Sheriff’s facility and their Social Security payments get redirected to the Sheriff’s Office. PARKS AND RECREATION Dan Stencil, Sue Wells and Jeff Phelps were present to address questions posed by the Commissioners on the line item budget for the Parks and Recreation Commission. Mr. Stencil gave a brief history of the establishment of the Parks and Recreation Commission. The Parks and Recreation Commission was established in 1966, under Public Acts 261 of 1965. In 1966, the Parks and Recreation Commission was operating on a County-wide millage of .25 mills. The current millage rate is assessed at .2368 mills, which generates about 50% of the revenues to operate and manage 13 parks that are comprised of about 7,000 acres in total. The balance of the Parks and Recreation Commission revenues are derived from fees and charges for services that are provided, as well as interest on investments. There are about 2 million visits to the parks systems annually. The Parks and Recreation Commission is an Enterprise Fund and does not receive financial support from the County’s general fund; however, they do use resources such as personnel, Corporation Counsel, Purchasing, Risk Management, Information Technology, Central Services, etc. These resources are provided to the Parks and Recreation Commission through direct or indirect fees. The budget is dependent upon the weather. This year the water parks are doing very well, but the golf courses are not doing as well because of the heat. The parks facilities, services and programs include two (2) campgrounds, two (2) waterparks, five (5) golf courses, four (4) conference centers, four (4) grill rooms, three (3) concessions, two (2) activity centers, three (3) dog parks and one (1) bicycle motocross. There are about 1,000 programs and special events for all ages and abilities across the County. Staffing levels are 75 full-time and 776 part-time and seasonal staff, which is supplemented by about 1200 volunteers. Survey results are consistent that the residents of the County want the Parks and Recreation Commission to maintain its facilities at a high level to preserve natural areas and acquiring green spaces. The Parks and Recreation Commission is proposing $26.055 million in the FY 2019 budget, which is a $1.51 million decrease from the amended FY 2018 budget. Mr. Stencil indicated that during FY 2019, they are looking to make some trail and field improvements at Catalpa Oaks in Southfield, and there will be electric and water and sewage improvements at the Groveland Oaks campground. In addition, the Parks and Recreation Commission anticipates the finalization of a collaboration with the Michigan Department of Natural Resources for Michigan’s first off-road vehicle (ORV) facility. Commissioner Taub inquired as to who does the policing at Catalpa Oaks. Ms. Wells indicated that the Oakland County Sheriff’s Office covers the policing of Catalpa Oaks, and the City of Southfield patrols FINANCE COMMITTEE MINUTES Page 12 August 16, 2018 the surrounding area. Mr. Stencil stated that a meeting is scheduled tomorrow with Parks and Recreation Commission staff and the City of Southfield administration about increasing police presence at Catalpa Oaks and the surrounding areas. OTHER BUSINESS/ADJOURNMENT There being no other business to come before the Committee, the meeting was adjourned at 12:42 p.m. ______________________________________ _____________________________ Pamela Worthington, Committee Coordinator Chris Ward, Administrative Director NOTE: The foregoing minutes are subject to Committee approval.