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HomeMy WebLinkAboutMinutes - 2018.09.20 - 37205 September 20, 2018 Chairperson Middleton called the meeting of the Finance Committee to order at 9:35 a.m. in Committee Room A of the Commissioners' Auditorium Wing, County Service Center in Pontiac, Michigan. COMMITTEE MEMBERS PRESENT Thomas Middleton, Helaine Zack, Christine Long, Shelley Goodman Taub, Wade Fleming, Hugh Crawford, David Woodward, Nancy Quarles COMMITTEE MEMBERS ABSENT WITH NOTICE Eileen Kowall OTHERS PRESENT CENTRAL SERVICES Todd Birkle, Manager, Support Services CIRCUIT COURT Dave Bilson, Deputy Court Administrator John Cooperrider, Court Business Manager Scott Hamilton, Manager, Judicial Services Melissa Sulfaro, Chief, Clinical Services EMERGENCY RESPONSE/PREPAREDNESS Thom Hardesty, Manager FACILITIES MANAGEMENT Art Holdsworth, Director Ed Joss, Manager, Facilities Planning/Eng. HEALTH AND HUMAN SERVICES Leigh-Anne Stafford, Health Officer Jody Overall, Manager, Children’s Village INFORMATION TECHNOLOGY Mike Timm, Director MANAGEMENT AND BUDGET Laurie Van Pelt, Director FISCAL SERVICES Lynn Sonkiss, Fiscal Services Officer Holly Conforti, Chief Shawn Phelps, Chief Ebru Adoglu-Jones, Supervisor II Kim Elgrably, Fiscal Coordinator Leo Lease, Financial Analyst Antonio Pisacreta, Financial Analyst PROSECUTOR’S OFFICE Paul Walton, Assistant Prosecutor Jason Pernick, Assistant Prosecutor PUBLIC SERVICES Mark Newman Director PURCHASING Scott Guzzy, Purchasing Administrator SHERIFF’S OFFICE Doug Molinar, Captain Gaia Piir, Fiscal Officer WATER RESOURCES COMMISSIONER Tim Prince, Chief Manager Kelsey Cooke, Senior Attorney Geoff Wilson, Civil Engineer III – Drain Maintenance HAVEN Carole Brumm, Interim CEO/President 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 September 20, 2018 OTHERS PRESENT, cont’d. BOARD OF COMMISSIONERS Chris Ward, Administrative Director Michael Andrews, Senior Analyst Connie Srogi, Analyst Pamela Worthington, Committee Coordinator PLEDGE OF ALLEGIANCE Chairperson Middleton led the Pledge of Allegiance. APPROVAL OF THE MINUTES FROM PREVIOUS MEETING Crawford moved approval of the minutes of August 30, 2018, as presented. Supported by Quarles. Motion carried on a voice vote. PRESENTATION OF THE AGENDA Quarles moved approval of the agenda, as presented. Supported by Fleming. Motion carried on a voice vote. PUBLIC COMMENT Commissioner Middleton announced that he brought in gourds for the Finance Committee and others as a thank you for their work on the budget. FY 2018/FY 2019/FY 2020 CONTINGENCY REPORT There are no items on today’s agenda that impact the FY 2018 – FY 2020 General Contingency balance of $16,018. The FY 2018 Capital Outlay Fund balance will be decreased by $3,069 with the approved memo for the purchase of security hooks in the Sheriff Corrective Services Division, and the FY 2019 Capital Outlay Fund balance will be decreased by $41,000 with the adoption of Item #17 on today’s agenda. The General Fund Equity Balance for FY 2018 will be decreased by $343,063 with the adoption of items #1 and #16 for Tri-Party funds. The Contingency Report also includes updated data on West Nile Virus Distribution Balances. Taub moved to receive and file the Contingency Report. Supported by Fleming. Motion carried on a voice vote. COMMUNICATIONS A. County Executive Compliance Office/Purchasing – Contract Exception Report for the September 20, 2018 Finance Committee Meeting B. Public Services Department – Animal Control and Pet Adoption Center – Bissell 2018 Fall Empty the Shelters Event Grant Application FINANCE COMMITTEE MINUTES Page 3 September 20, 2018 Fleming moved to receive and file the Communications. Supported by Quarles. Motion carried on a voice vote. CONSENT AGENDA 1. MR #18319 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2018 APPROPRIATION – CHARTER TOWNSHIP OF INDEPENDENCE – RECONSTRUCTION AND WIDENING OF SASHABAW ROAD FROM FLEMINGS LAKE ROAD TO SOUTH OF CLARKSTON ROAD – PROJECT NO. 53321 The resolution, which was introduced by Commissioner Thomas Middleton, authorizes the release of $326,807 (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 Independence that consists of the reconstruction and widening of Sashabaw Road from Flemings Lake Road to south of Sashabaw Road. Construction on the sanitary sewer and water main is expected to begin this fall. The road construction will begin next year. A copy of the Cost Participation Agreement is included, and a budget amendment of $326,807 is recommended. REGULAR AGENDA 2. MR #18318 – SHERIFF’S OFFICE – TRANSFER OF OWNERSHIP AND RELEASE OF CLAIMS AGREEMENT FOR K-9 DOG (EIKO) The resolution approves the transfer of ownership of Eiko, canine, Oakland County Sheriff’s Office to Deputy Robert Loken for the sum of $1.00. Eiko is retiring after eight (8) years of service. Fleming moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote with Kowall absent. 3. WATER RESOURCES COMMISSIONER – 2018 LAKE LEVEL ASSESSMENTS FOR OPERATION AND MAINTENANCE RESOLUTION The WRC is authorized by law to levy costs incurred for operation, maintenance and repair of Inland Lake Level Districts and is required to obtain Board approval for any proposed assessments over the $10,000 limit. For FY 2019, the WRC is requesting authorization to assess, levy and collect $859,100 against all benefiting properties and government entities comprising the assessment rolls for 29 separate lake level districts, for operations, maintenance and repair, including 24 that are over the $10,000 limit. There are significant increases from previous year’s assessments for some of the lakes due to ongoing projects or other issues. The assessment for Duck Lake increased from $17,000 last year to $170,000 this year due to a well replacement project. The assessment for Upper Straits Lake increased from $17,400 last year to $146,500 because there is a dam beginning to fail, and they could either replace the dam or combine Upper and Lower Straits Lake to lower the lake levels, which is about a two-tenths difference. The assessment for Pontiac Lake increased from $16,400 last year to $48,100 due to soil loss through the dam and concrete in the downstream still way. The assessments will be levied as part of the December 2018 taxes. This item was directly referred by the Planning & Building Committee. Quarles moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote with Kowall absent. FINANCE COMMITTEE MINUTES Page 4 September 20, 2018 4. WATER RESOURCES COMMISSIONER – 2018 CHAPTER 4 DRAIN MAINTENANCE ASSESSMENT RESOLUTION The Water Resources Commissioner is requesting authorization to assess, levy and collect $649,421 for the year 2018 against all benefiting properties and government entities comprising the assessment rolls for operating, maintaining, cleaning out and repairing 89 Chapter 4 drains within Oakland County. The assessments will be levied as part of the December 2018 taxes. Oakland County is responsible for portions of some of the proposed assessments, as identified on the listing of assessments attached to the resolutions, for road drainage benefit. Oakland County’s share of the assessments for operations and maintenance of Chapter 4 drains is $47,912.12 for roads at large. These drains are mostly used for farming purposes and are characterized largely by open channels that connect directly to rivers and streams. No budget amendments are recommended. This item was directly referred by the Planning & Building Committee. Long moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote with Kowall absent. 5. MR #18314 - WATER RESOURCES COMMISSIONER – 2018 CHAPTER 18 DRAIN MAINTENANCE ASSESSMENT RESOLUTION The Water Resources Commissioner is requesting authorization to assess, levy and collect $367,383.20 for the year 2018 against all benefiting properties and government entities comprising the assessment rolls, for operating, maintaining, cleaning and repairing 83 Chapter 18 drains that are in Oakland County. The drainage districts are exclusively in Oakland Township and West Bloomfield Township. The assessments will be levied as part of the December 2018 taxes. Oakland County is responsible for portions of some of the proposed assessments as identified on the listing of assessments attached to the resolutions for road drainage benefit, and Oakland County’s share of the assessments for maintenance of Chapter 18 drains is $63,974.90 for roads at large. No budget amendments are recommended. This item was directly referred by the Planning & Building Committee. Fleming moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote with Kowall absent. 6. WATER RESOURCES COMMISSIONER – REQUEST FOR A NOT TO EXCEED $45,000 LOAN FROM THE LONG TERM REVOLVING FUND FOR THE FIVE POINTS DRAIN EMERGENCY PIPE REPAIR PROJECT The Water Resources Commissioner is requesting a loan from the County’s Long Term Revolving Fund for a not to exceed amount of $45,000 to repair the Five Points Drain in the Charter Township of Oakland. There was an emergency at Orion and Adams Road in Oakland Township. There was a complaint that water was going over the road, and the drain wasn’t working. There was a collapse in the pipe, and it was not easily accessible. The total project cost of the Five Points Drain is $417,838 with $208,919 of the project cost being the responsibility of the Charter Township of Oakland, $167,516 is Oakland County’s responsibility and $41,403 is the responsibility of the residents of Oakland Township. The $45,000 loan is requested to help ease the burden of the residents’ portion. Quarles moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote with Kowall absent. FINANCE COMMITTEE MINUTES Page 5 September 20, 2018 7. MR #18315 – WATER RESOURCES COMMISSIONER – INTERJURISDICTIONAL PROPERTY INSURANCE AGREEMENT WITH THE VILLAGE OF BINGHAM FARMS The County of Oakland can obtain property insurance at a lower cost than communities for water and sewer system assets, and the Water Resources Commissioner operates and maintains property insurance coverage by contract with certain communities. The Village of Bingham Farms is requesting that Oakland County continue to obtain property insurance coverage for its sewer system pump station located at 29055 Brooks Lane. The Resolution authorizes the continuation of the interjurisdictional property insurance agreement between Oakland County and the Village of Bingham Farms. Pursuant to the agreement, the Village of Bingham Farms will pay the cost of insurance, including premiums, self-insured retention or deductible from the Village’s sanitary sewer system enterprise fund, which is held by the County. Long moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote with Kowall absent. 8. MR #18316 – WATER RESOURCES COMMISSIONER – CITY OF FARMINGTON HILLS WATER SYSTEM OPERATION AND MAINTENANCE AGREEMENT The Water Resources Commissioner operates and maintains the City of Farmington Hills water system, and the City wants Oakland County to continue to operate and maintain it. The resolution approves the maintenance agreement between the County of Oakland and the City of Farmington Hills for an initial term of ten (10) years from the effective date and automatically extended for additional ten (10) year terms, unless terminated or otherwise agreed to in writing by the parties. Pursuant to the agreement, the County, through the office of the Water Resources Commissioner, will operate and maintain the system on a non-profit basis. Crawford moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote with Kowall absent. 9. MR #18317 – WATER RESOURCES COMMISSIONER – CITY OF FARMINGTON HILLS SEWER SYSTEM OPERATION AND MAINTENANCE AGREEMENT The Water Resources Commissioner operates and maintains the City of Farmington Hills sanitary sewer system, and the City wants Oakland County to continue to operate and maintain it. The resolution approves the maintenance agreement between the County of Oakland and the City of Farmington Hills for an initial term of ten (10) years from the effective date and automatically extended for additional ten (10) year terms, unless terminated or otherwise agreed to in writing by the parties. Pursuant to the agreement, the County, through the office of the Water Resources Commissioner, will operate and maintain the system on a non-profit basis. Taub moved approval of the attached suggested Fiscal Note. Supported by Fleming. Motion carried unanimously on a roll call vote with Kowall absent. FINANCE COMMITTEE MINUTES Page 6 September 20, 2018 10. MR #18313 – DEPARTMENT OF FACILITIES MANAGEMENT – APPROVAL AND ACCEPTANCE OF JOINT PROJECT AGREEMENT (JPA) WITH THE U.S. DEPARTMENT OF COMMERCE (USDOC) FOR USE OF SPACE LOCATED IN THE ANNEX I BUILDING The Department of Facilities Management is requesting approval of the Joint Project Agreement (JPA) between Oakland County and the U.S. Department of Commerce, U.S. and Foreign Commercial Service, Global Markets (GM) for the continued use of approximately 3,707 square feet of office space within the Administrative Annex I Building. The JPA will allow for continued work among Oakland Department of Economic Development and Community Affairs, United States and Foreign Commercial Service and BusinessUSA. The lease is for a term of one year, beginning with date of execution until September 30, 2019. Fleming moved approval of the attached suggested Fiscal Note. Supported by Woodward. Motion carried unanimously on a roll call vote with Kowall absent. 11. CIRCUIT COURT/FACILITIES PLANNING AND ENGINEERING – JUVENILE INTAKE REMODELING PROJECT Circuit Court and the Department of Facilities Management is requesting approval of the Juvenile Intake Remodeling Project. The project consists of the relocation of several staff offices, the remodeling of four hearing rooms and the expansion of the waiting room. This project will help minimize traffic in the main corridor to improve security for employees and clients. Fleming moved approval of the attached suggested Resolution. Supported by Zack. Motion carried unanimously on a roll call vote with Kowall absent. 12. DEPARTMENT OF HEALTH AND HUMAN SERVICES/CHILDREN’S VILLAGE DIVISION – 2018/2019 NATIONAL SCHOOL LUNCH PROGRAM GRANT ACCEPTANCE The Department of Health and Human Services/Children’s Village is seeking acceptance of a grant for the meal reimbursement program from the Michigan Department of Education through the National School Lunch Program. Grant funds are reimbursed to the County for meals provided to youth placed in the Children’s Village Residential Treatment and Secure Detention programs. The reimbursement period for the grant is from July 1, 2018 through June 30, 2019. The amount of reimbursement for this year is unknown because it is based on the cost of meals and snacks that are provided within the grant period. Last year the total cost of meals was approximately $715,905, and the reimbursement amount was $277,119. Long moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote with Kowall absent. 13. DEPARTMENT OF HEALTH AND HUMAN SERVICES/CHILDREN’S VILLAGE DIVISION – INTERLOCAL AGREEMENT BETWEEN OAKLAND COUNTY AND THE MICHIGAN DEPARTMENT OF HEALTH AND HUMAN SERVICES FOR THE PROVISION OF SHELTER RESIDENTIAL FOSTER CARE The Department of Health and Human Services is seeking approval of the renewal of a contract with the Michigan Department of Health and Human Services (MDHHS), which provides for full reimbursement of FINANCE COMMITTEE MINUTES Page 7 September 20, 2018 shelter care services for abused and neglected children that have been placed by the MDHHS at Children’s Village. The contract period is from October 1, 2018, through September 30, 2021, with a provision for a two-year contract extension. The per diem rate is set by the State of Michigan and is currently $359.13. When necessary, a $16 per hour rate is established in cases whereby youth are designated as needing one-on-one staff. This item was approved for an Automatic Direct Referral to the Finance Committee. Taub moved approval of the attached suggested Fiscal Note. Supported by Fleming. Motion carried unanimously on a roll call vote with Kowall absent. 14. HEALTH AND HUMAN SERVICES – HOMELAND SECURITY DIVISION – EMERGENCY MANAGEMENT PERFORMANCE GRANT AGREEMENT FOR FISCAL YEAR 2018 ACCEPTANCE The State of Michigan Department of State Police, Emergency Management and Homeland Security Division has awarded Oakland County $61,221 in grant funding for the period of October 1, 2017, through September 30, 2018. The grant requires a County match of $61,221, which will be provided through an in-kind match from salaries. The grant is a performance grant that serves as the bas eline for an emergency management program. The FY 2018 award reflects an increase of $7,717 from last year’s award. Long moved approval of the attached suggested Fiscal Note. Supported by Fleming. Motion carried unanimously on a roll call vote with Kowall absent. 15. DEPARTMENT OF HEALTH AND HUMAN SERVICES/HEALTH DIVISION – RYAN WHITE HIV/AIDS TREATMENT EXTENSION ACT OF 2009 INTERGOVERNMENTAL AGREEMENT BETWEEN THE COUNTY OF OAKLAND AND THE CITY OF DETROIT The Ryan White HIV/AIDS Treatment Extension Act of 2009 requires that intergovernmental agreements be established between political subdivisions that have not less than 10% of the areas reported AIDS cases and that provide HIV/AIDS related services. The Health Division is seeking approval of an intergovernmental agreement between the County of Oakland and the City of Detroit, and pursuant to the agreement the County will provide information to the City of Detroit regarding HIV needs and services. The City of Detroit will utilize the information to request Ryan White Treatment Extension Act funds and act as Grantee of the funds. This item was approved for an Automatic Direct Referral to the Finance Committee. Fleming moved approval of the attached suggested Fiscal Note. Supported by Woodward. Motion carried unanimously on a roll call vote with Kowall absent. 16. BOARD OF COMMISSIONERS TRI-PARTY PROGRAM – ADDITIONAL APPROPRIATION FOR THE CHARTER TOWNSHIP OF BLOOMFIELD – PROJECT NO. 54122 Project #54122 was initially approved via MR #18136, which is a project to resurface Hickory Grove Road from Franklin Road to Lahser Road, and the County agreed to fund $83,334 (one-third) of the total project cost of $250,000. The Township of Bloomfield and the Road Commission for Oakland County (RCOC) approved additional funding from existing allocated Tri-Party monies since the project was initiated. The FINANCE COMMITTEE MINUTES Page 8 September 20, 2018 resolution approves $16,256 in additional County funding, which is available in the General Fund Assigned Fund Balance for Tri-Party funding. Taub moved approval of the attached suggested Resolution. Supported by Long. Motion carried unanimously on a roll call vote with Kowall absent. 17. BOARD OF COMMISSIONERS – BOARD AUDITORIUM AND COMMITTEE ROOM A AUDIO/VIDEO UPGRADES PROJECT There have been issues with the audio/video systems in the Board of Commissioners’ Auditorium and Committee Room A, including a complete failure of the audio system at a recent Board meeting. Since that time, the audio system in the auditorium has been replaced; however, there are other components of the audio/video systems that are outdated and in need of replacing. The resolution approves the Audio/Video Upgrades Project, which consists of new speakers, video distribution s ystem, projection display, control system and digital sound processor (DSP) sound system. The Department of Information Technology has a contracted vendor that will provide the new equipment, installation and training. The estimated cost of the project is approximately $41,000, which includes equipment, labor and a three-year warranty. Taub moved approval of the attached suggested Fiscal Note. Supported by Fleming. Motion carried unanimously on a roll call vote with Kowall absent. 18. BOARD OF COMMISSIONERS/SHERIFF’S OFFICE – CONTRACT EXTENSION WITH HAVEN, INC. TO PROVIDE SERVICES TO VICTIMS OF SEXUAL ASSAULT THROUGH THE SAFE THERAPEUTIC ASSAULT RESPONSE TEAM (START) FY 2019 For many years the County has contributed money for some services such as nurse examinations for victims of assault. The resolution approves a one-year contract extension of the professional services contract between the County of Oakland and Haven, Inc. to continue the services provided by HAVEN to victims of sexual assault for the period of October 1, 2018 through September 30, 2019. The contract shall not exceed $45,000. The HAVEN has a new CEO, who will start on October 15, 2018, and her name is Amy Nimeh. Long moved approval of the attached suggested Fiscal Note. Supported by Fleming. Motion carried unanimously on a roll call vote with Kowall absent. 19. DEPARTMENT OF MANAGEMENT AND BUDGET – FY 2018 THIRD QUARTER FINANCIAL FORECAST AND BUDGET AMENDMENTS The FY 2018 Third Quarter Financial Forecast reflects an overall favorable variance of about $25.5 million in General Fund/General Purpose (GF/GP) operations, compared to the amended budget. This favorable variance is split between receiving about $7.5 million more revenue than anticipated and $17.9 million in projected favorability in expenditures. The largest variance in favorability is in Charges for Services, which reflects $4.45 million expected to be received in the Treasurer’s Office from Land Sales transactions. There is also favorability in the Clerk’s Off ice and the Children’s Village. There is one department projected to be unfavorable at the end of the Fiscal Year, and that is the Sheriff’s Office, which is due to increased overtime and related fringe benefits because of vacant positions and employees on leave. FINANCE COMMITTEE MINUTES Page 9 September 20, 2018 Taub moved approval of the attached suggested Resolution. Supported by Fleming. Motion carried unanimously on a roll call vote with Kowall absent. OTHER BUSINESS/ADJOURNMENT There being no other business to come before the Committee, the meeting was adjourned at 10:43 a.m. ______________________________________ _____________________________ Pamela Worthington, Committee Coordinator Chris Ward, Administrative Director NOTE: The foregoing minutes are subject to Committee approval.