FINANCE, CLAIMS AND ACCOUNTS COMMITTEE
MEETING MINUTES
October 4, 2001
A regular meeting of the Chippewa County Board of Commissioners' Finance, Claims and Accounts
Committee was held on Thursday, October 4, 2001 at the Chippewa County Courthouse in Sault Ste.
Marie, Michigan. The meeting was called to order by Chairperson Dale at 5:00 p.m. with a quorum
present.
MEMBERS PRESENT: Rita Dale, Chairperson, Aaron Hopper, Don Cooper, Bernard LaJoie,
Ted Postula, Earl Kay (non-voting)
MEMBERS ABSENT: None
OTHERS PRESENT: Tim Dolehanty, County Controller, Dave Carpenter, Finance Director,
Michael Macfarlane, Controller, Hiawatha Behavioral Health
Additions / Deletions to the Agenda
Chairperson Dale added the Equalization Department Draft Millage Report to the agenda under New
Business as item nine. The agenda was then declared approved as amended.
Agenda Items: Health Department Vehicle Bids
Controller Dolehanty reviewed the results of the recent request for quotations for Health Department
vehicles. A total of seven proposals were received. Dolehanty recommended rejection of the bids
because significant savings in government vehicle fleet purchases were now being offered, the minimum
safety standards called for by the Health Department may be too extreme, several dealers did not submit
bids in conformance with the established deadline date, and the size of the motor pool would be
increased if both vehicles are purchased.
Dolehanty stated the low bid came from Esquire Honda. Esquire offered two Honda Civics that met all
bid specifications for a total price of $26,748.
Committee members discussed concerns about purchasing foreign vehicles from a dealer not located in
Chippewa County.
Chairperson Dale asked for comments from each Commissioner. Commissioner LaJoie noted that most
vehicles on the market today include components manufactured in many different countries.
Commissioner Cooper noted that the bid specifications were reviewed and approved by the Health
Board, and the County Board should recognize their approval of those specifications. He added that
rejecting these bids and reissuing the request for quotations would not result in a significantly different
outcome.
It was moved by Commissioner Cooper, supported by Commissioner Hopper, to recommend
approval of the purchase of two Hondas from Esquire Honda, the low bidder, at a price of $26,748.
Chairperson Dale called for addition discussion. Commissioner Postula stated disagreement with the
idea of purchasing vehicles from across the boarder.
Commissioner Kay said the County should not make purchases from businesses located outside the
country, or even outside the county, when possible. He reasoned that businesses located within the
boundaries of Chippewa County pay taxes to the County, and therefore should be given preference.
Chairperson Dale stated the County would have to give the Health Department the right to purchase the
Hondas at this point. She also suggested that a letter be sent to all County departments and agencies
stating the Board's intent to see that adopted policies and procedures are followed where all future
purchases are concerned.
Commissioner Hopper concurred with Commissioner Cooper's position.
On a voice vote, the motion CARRIED, 4-1.
Secretary I Reclassification Request
Commissioner Hopper reviewed the results of the position reclassification request presented by Sandra
Kempf, Legal Secretary I, from the Prosecuting Attorney's office. He stated that the Personnel
Committee agreed with the recommendation of the reclassification committee, convened in accordance
with the AFSCME contract, to reclassify Ms. Kempf from Legal Secretary I to Legal Secretary II.
Commissioner Cooper asked about the impact on wages for the new position. Commissioner Hopper
stated the position would move from grade 7 to grade 8 on the wage schedule. He said he was not certain
where Kempf would be placed on the grade 8 scale.
Controller Dolehanty suggested applying the proposed pay adjustment procedure included in the draft
personnel policy now before the Personnel Committee. The draft policy calls for an adjustment to the
first step which provides for at least a 4.5% increase. Because Ms. Kempf is now compensated at the
maximum rate for grade 7, the first step on the grade 8 scale that would provide for at least a 4.5%
increase is the three-year level. Placing Ms. Kempf at this point on the scale would also allow for in-
rade step increases in 2002 and 2003.
It was moved by Commissioner Cooper, supported by Commissioner Hopper, to concur with the
recommendation of the Personnel Committee reclassify the Legal Secretary I position in the
Prosecuting Attorney's office to Legal Secretary II, and to adjust the wage to the three-year level
of grade 8. On a voice vote, the motion was CARRIED.
Hiawatha Behavioral Health Jail Diversion Program
Hiawatha Behavioral Health (HBH) was recently informed that the Michigan Department of Community
Health would no longer provide funding for a jail diversion worker in Chippewa County. HBH decided
they would make the necessary internal budgetary adjustments to maintain the position, with each
affected County contributing the same proportionate share of financial support.
Chairperson Dale lead a discussion about the history of the jail diversion program. The Committee
asked the Controller to provide a budget breakdown for their consideration at the October 8 meeting of
the Board of Commissioners.
Hiawatha Behavioral Health Request for Bonding Assistance
Michael Macfarlane, HBH Controller, appeared before the Committee to discuss funding for the
construction of a new services center and two group homes in Chippewa County. HBH concluded the
best way to finance the project was through a municipal bond issued through the County. Macfarlane
requested that the County assist in financing the project.
Commissioner Cooper asked if a funding package was considered before the project was initiated.
Macfarlane said HBH approach local banks, but learned that the banks would only finance the project for
five years with a substantial balloon payment due at the end of that period. By issuing municipal bonds,
the project could be financed for 30 years. Cooper asked if HBH had any bonding clout as an
independent authority. Macfarlane answered no mental health facility has ever issued bonds. HBH did
not wish to incur costs and legal work associated with being the first mental health facility to issue bonds.
The Committee discussed various financing options and the organizational structure of HBH.
Recognizing that the County would be asked to place its full faith and credit in the program, concerns
about the stability of the HBH program were expressed. Commissioner Hopper suggested that the
County's bonding capacity be established before a decision is made. The Committee asked the controller
to research this question and report back to the Board on October 8.
Economic Development Corporation Airport Crack Sealing and Pavement Marking Payment
Chairperson Dale stated the funding for this request would come from money allocated to the Economic
Development Corporation (EDC). Commissioner Cooper observed that it appeared the EDC may have
already exhausted its allocated funding. The Committee asked that Controller Dolehanty and Finance
Director Carpenter research the funding question and develop a recommendation based on their findings.
It was moved by Commissioner Hopper, supported by Commissioner Postula, to approve the
expenditure for airport crack sealing and pavement marking, pending the recommendation from
the Controller and Finance Director. On a voice vote, the motion was CARRIED, 4-1.
Acceptance of Household Hazardous Waste Collection Grant
It was moved by Commissioner LaJoie, supported by Commissioner Cooper, to accept the
$100,000 Clean Michigan Initiative Household Hazardous Waste Collection Initiative grant from
the Michigan Department of Environmental Quality. On a voice vote, the motion was CARRIED.
Distribution of Federal Forest Funds
Commissioner Hopper and Controller Dolehanty met with Federal Forest officials to discuss the Board's
decision of August 13 concerning payments from National Forest Revenues. Given the complexities
associated with the original decision, it was recommended that the County choose the full payment
amount option (Option 2) and set aside 20% of the total, as required by law. The entire set aside amount
should then be designated for Title III projects.
It was moved by Commissioner Hopper, supported by Commissioner LaJoie, to amend the
decision of August 13 regarding the use of Federal Forest funds by designating the entire set aside
amount for designated Title III projects. On a voice vote, the motion was CARRIED.
Fiscal Year 2002 Budget
Controller Dolehanty provided a brief update on the progress of the fiscal year 2002 budget. He
presented the Committee with a draft Budget Resolution and Special Appropriations Act for their
consideration.
Claims and Accounts
Finance Director presented the claims and accounts. He reported that the County's expenses appeared to
be in line with budgeted amounts.
It was moved by Commissioner LaJoie, supported by Commissioner Postula, to pay vouchers
29669 through 29870 and I-1 through I-127; General Funds claims of $177,391.01; Other fund
claims of $235,155.97; Payroll $446,037.10; Total claims for the month of $858,584.08. On a voice
vote, the motion was CARRIED.
Draft Millage Report
Chairperson Dale reported on the Equalization and Apportionment Committee meeting held prior to the
Finance, Claims and Accounts Committee meeting.
It was moved by Commissioner LaJoie, supported by Commissioner Hopper, to recommend
approval of the draft Resolution 01-14 to Apportion Ad Valorem Taxes as presented. On a voice
vote, the motion was CARRIED.
Public Comments
No public comment was offered.
Committee Comments
No additional comments were offered by Committee members.
Chairperson's Comments
Chairperson Dale offered no additional comments.
Adjourn
Hearing no other comments, Chairperson Dale called for a motion to adjourn.
It was moved by Commissioner Cooper, supported by Commissioner Hopper, to adjourn the
meeting. On a voice vote, the motion was CARRIED. The meeting adjourned at 6:17 p.m.
________________________________ ____________________________________
Timothy J. Dolehanty, AICP, Recorder Rita M. Dale, Chairperson
FINANCE, CLAIMS AND ACCOUNTS COMMITTEE
MEETING MINUTES
October 24, 2001
A special meeting of the Chippewa County Board of Commissioners' Finance, Claims and Accounts
Committee was held on Wednesday, October 24, 2001 at the Chippewa County Courthouse in Sault Ste.
Marie, Michigan. The meeting was called to order by Chairperson Dale at 5:00 p.m. with a quorum
present.
MEMBERS PRESENT: Rita Dale, Chairperson, Aaron Hopper, Bernard LaJoie, Ted Postula,
Earl Kay
MEMBERS ABSENT: Don Cooper, Gary McDowell
OTHERS PRESENT: Tim Dolehanty, County Controller, Dave Carpenter, Finance Director,
Jim Lucas, MSU Extension Director, James Terrian, MD, Health Officer / Medical Director, Rosemary
Blashill, Community Health Administrator, Christine Lundquist, Health Department Finance Director,
David Martin, Environmental Health Director
Additions / Deletions to the Agenda
Chairperson Dale called for any additions or deletions to the agenda. Hearing none, the agenda was
declared approved as presented.
Agenda Items: MSU Extension
MSU Extension Director Jim Lucas appeared before the Committee seeking an additional $24,000 in
fiscal year 2002 to support the Home Economist position. Lucas reviewed the funding history of the
position. Several grants were pursued to supplement County funding in the past, but those grants were
denied.
In answer to questions from Committee members, Lucas stated the County currently funds 47% of the
position. Commissioner Hopper reminded Lucas that the County could commit to funding only one year,
not the four years requested in his narrative.
Commissioner Kay pointed out the parent nurturing component of the proposed budget for Fund 289 and
Fund 292. He inquired whether the MSU Extension proposal duplicated the services offered under those
programs. Committee members generally discussed the program and funding options.
Chairperson Dale thanked Lucas for his presentation, advising that the Committee will consider his
request and report their decision at a later date.
Health Department
Health Officer / Medical Director James Terrian briefly reviewed the history of Health Department
funding. He added his appreciation for the candor and explanation of the recommended Health
Department budgets for fiscal year 2002.
In his review, Dr. Terrian reported on labor and accreditation issues facing his department. In response
to questions posed by Commissioners, Dr. Terrian reviewed potential scenarios should the State fail to
provide accreditation to environmental health programs.
Commissioner Kay inquired about recent Health Department furniture purchases. Health Department
Finance Director Lundquist stated the furniture purchase amounted to just under $74,000. Commissioner
Kay expressed concern about the purchasing process followed by the Health Department.
Commissioner LaJoie reported on new MIOSHA standards that will impact funding needed for needle
purchases in the coming year. Community Health Administrator Rosemary Blashill offered additional
information regarding needle purchases.
Probation Officer Salary Clarification
Controller Dolehanty reported that the formula used to determine pay rates for three probation officers in
fiscal year 2001 was used to calculate pay rates for 2002. These are the only positions that are out of
formula with the establish pay scale.
Chairperson Dale emphasized the importance of fair and equitable pay for all employees. She added that
the County will not adjust pay rates for non-union employees until union contracts are settled.
Legal Services Budget
Controller Dolehanty distributed general information related legal service expenditures for 2001. The
results were used to formulate the budget request for 2002.
Chairperson Dale expressed concern about the cost of legal services and questioned the need for legal
review of some issues. Committee members took part in general discussion of the need for and cost of
legal services.
Capital Outlay and Public Improvements
Controller Dolehanty distributed a revised list of capital projects proposed by the departments. The
revied list does not include computer-related items that were included in the computer budget.
Public Comments
No public comment was offered.
Committee Comments
No additional comments were offered by Committee members.
Chairperson's Comments
Chairperson Dale offered no additional comments.
Adjourn
Hearing no other comments, Chairperson Dale called for a motion to adjourn.
It was moved by Commissioner Hopper, supported by Commissioner Postula, to adjourn the
meeting. On a voice vote, the motion was CARRIED. The meeting adjourned at 6:43 p.m.
________________________________ _______________________________________
Timothy J. Dolehanty, AICP, Recorder Rita M. Dale, Chairperson
FINANCE, CLAIMS AND ACCOUNTS COMMITTEE
MEETING MINUTES
October 25, 2001
A special meeting of the Chippewa County Board of Commissioners' Finance, Claims and Accounts
Committee was held on Thursday, October 25, 2001 at the Chippewa County Courthouse in Sault Ste.
Marie, Michigan. The meeting was called to order by Chairperson Dale at 5:00 p.m. with a quorum
present.
MEMBERS PRESENT: Rita Dale, Chairperson, Don Cooper, Aaron Hopper, Bernard LaJoie,
Ted Postula, Earl Kay
MEMBERS ABSENT: Gary McDowell
OTHERS PRESENT: Tim Dolehanty, County Controller, Dave Carpenter, Finance Director,
Mary Piralli, Information Systems Director, Bill Karr, County Surveyor, Dustine King, Chippewa - East
Mackinac Conservation District Administrator
Additions / Deletions to the Agenda
Chairperson Dale called for any additions or deletions to the agenda. Hearing none, the agenda was
declared approved as presented.
Agenda Items: Information Systems
Information Systems Director Mary Piralli appeared before the Committee to discuss the proposed
Geographic Information System (GIS) Technician position. She reviewed recent history regarding GIS
in the County, along with the needs of other County departments. She added that the County now
possesses hardware and software for use with the GIS.
Commissioner Hopper asked about compatibility with the GIS programs of other agencies. Piralli stated
it was the intent of the County to work with other agencies to make certain all needs are met.
Commissioner Cooper tied the importance of GIS to the proposal to accelerate remonumentation efforts
in the County. Surveyor Bill Karr concurred with Commissioner Cooper's comments.
Chippewa - East Mackinac Conservation District
Dustine King, Chippewa - East Mackinac Conservation District Administrator, presented a request to the
Committee for an additional $2000 in funding for fiscal year 2002. King read from a letter she received
from the Department of Agriculture notifying the Conservation District of a reduction in state revenue
for the ensuing fiscal year. Noting that the letter did not specify a dollar amount, she stated this funding
was traditionally used to offset operating expenses of the District.
It was moved by Commissioner Cooper, supported by Commissioner LaJoie, to approve the
$22,000 budget request of the Chippewa - East Mackinac Conservation District for fiscal year
2002. On a voice vote, the motion was CARRIED.
Budget Stabilization Policy
Controller Dolehanty reviewed the draft Fund Balance Policy presented at an earlier meeting.
Committee members discussed the value of such a policy and the formula used to establish the baseline
budget figure from which the budget stabilization balance would be calculated.
It was moved by Commissioner Kay, supported by Commissioner LaJoie, to recommend approval
of the fund balance policy and to set the minimum fund balance at 15% of baseline revenue. On a
voice vote, the motion was CARRIED.
Public Defender
Chief Public Defender Elizabeth Church expressed concern about the calculations used to determine the
pay rate for the department administrative assistant. Controller Dolehanty stated he would review the
calculation for accuracy and report is findings to the Board.
The Committee discussed the current contractual agreement between the Sault Tribe and the County for
public defender services. Chairperson Dale suggested it would be appropriate to continue the current pay
rate for Church should the agreement ever expire.
Commissioner Cooper made not of the merits of combining the Public Defender general fund cost center
with the Public Defender special fund. He suggested combining them into a single general fund cost
center would simplify financial accounting and would be easier to understand. Controller Dolehanty and
Finance Director Carpenter agreed to make the adjustment.
Public Comments
No public comment was offered.
Committee Comments
No additional comments were offered by Committee members.
Chairperson's Comments
Chairperson Dale offered no additional comments.
Adjourn
Hearing no other comments, Chairperson Dale called for a motion to adjourn.
It was moved by Commissioner Hopper, supported by Commissioner Postula, to adjourn the
meeting. On a voice vote, the motion was CARRIED. The meeting adjourned at 5:40 p.m.
________________________________ _______________________________________
Timothy J. Dolehanty, AICP, Recorder Rita M. Dale, Chairperson