FINANCE, CLAIMS AND ACCOUNTS COMMITTEE
MEETING MINUTES
December 6, 2001
A regular meeting of the Chippewa County Board of Commissioners' Finance, Claims and Accounts
Committee was held on Thursday, December 6, 2001 at the Chippewa County Courthouse in Sault Ste.
Marie, Michigan. The meeting was called to order by Chairperson Dale at 5:12 p.m. with a quorum present.
MEMBERS PRESENT: Rita Dale, Chairperson, Ted Postula, Don Cooper, Bernard LaJoie, Earl Kay (voting), Gary McDowell
MEMBERS ABSENT: Aaron Hopper
OTHERS PRESENT: Tim Dolehanty, County Controller, Tina Ojala, Bookkeeper, Hon. Michael
MacDonald, District Court Judge, Tim McKee , OES / E 9-1-1 Director
Additions / Deletions to the Agenda
Chairperson Dale called for additions or deletions to the agenda. Hearing none, the agenda was declared
approved.
Court Administrator Compensation
Commissioner Postula reviewed the actions of the Personnel Committee. It was decided at that time to
forward the issue to this committee with the recommendation to adjust the pay grade of the District and
Circuit Court Administrators to grade 12, effective January 1, 2002.
Judge MacDonald explained the responsibilities of the District Court Administrator. He added that the
position saw numerous job function changes over the past few years and that it may time to review the
content of the job description.
Chairperson Dale reminded the Committee that the County is currently engaged in collective bargaining with
courthouse employees. Decisions related to compensation should be weighed carefully so as not to
unintentionally disrupt ongoing negotiations.
Commissioner Kay stated job descriptions and associated compensation rates have become a perpetual
problem that needs to be addressed.
It was moved by Commissioner LaJoie to table the Personnel Committee recommendation, delay any
pay grade increase until the union contract is settled, and to make such a pay increase retroactive to
January 1,2002. The motion DIED for lack of support.
Chairperson Dale observed that the previous motion would obligate the County to increase the pay level
without regard to job responsibilities.
Commissioner Cooper noted the need for objectivity in the review of job descriptions and requests for pay
increases. He suggested that the Board may be too close to the problem to remain objective.
It was moved by Commissioner LaJoie, supported by Commissioner Kay, to table the recommendation
of the Personnel Committee and to schedule a work session after January 1, 2002 to review all job
descriptions. On a voice vote, the motion was CARRIED.
Controller 90-Day Performance Review and Proposed Policy
The Committee discussed the performance of the County Controller and expressed an overall satisfaction
for his performance to date. The need for a formal performance review procedure was also discussed, and
it was agreed that such a process would benefit the employees and the County as employer.
It was moved by Commissioner Postula, supported by Commissioner Kay, to retain the Controller and
to advance his compensation rate to the 90-day level. On a voice vote, the motion was CARRIED.
Quotation / Proposal Responses: Radio Communications System
OES / 9-1-1 Director Tim McKee appeared before the Committee to discuss the current state of the
emergency radio communications system and proposed improvements. He presented options involving the
state-wide 800 megahertz radio system operated by the State Police.
McKee next reviewed the most immediate problems with the radio system. He stated the 9-1-1 budget for
2001 included approximately $180,000 for radio system improvements. An RFP was issued October for the
purchase and installation of necessary equipment. McKee recommended accepting the bid submitted by El
Com Services, Inc. of Marquette totaling $81,046.75.
Commissioner Kay noted that the El-Com proposal offered a cost reduction of 5% if the County chose to
pay cash for the system. He added that it would be prudent for the OES/9-1-1 Director and the Controller
to review this option and take advantage of the savings if at all possible.
It was moved by Commissioner LaJoie, supported by Commissioner Postula, to recommend
acceptance of the bid submitted by El-Com Services, Inc. of Marquette for the purchase and
installation of emergency radio equipment totaling $81,046.75. On a voice vote, the motion was
CARRIED.
Road Commission Millage Request
The Committee discussed a resolution from the Road Commission seeking permission to place a one mil
millage renewal request before the voters. It was noted that the Road Commission would be responsible
for the costs if a special election was called for this purpose.
It was moved by Commissioner Kay, supported by Commissioner LaJoie, to recommend authorizing
placement of the Road Commission millage question before the electorate of Chippewa County at a
special election On a voice vote, the motion was CARRIED.
A formal resolution authorizing this action will be presented at the December 10 board meeting.
Animal Control Matters: Work Schedule
Controller Dolehanty presented the current work schedule for Animal Control Officers and Shelter
Attendants. The current schedule deviates from the one adopted in November in that the Health Department
employed only two Shelter Attendants. The Board directed in August that the shelter be staffed by three
Attendants working 20 hours per week.
Chairperson Dale stated the reason behind the schedule adopted by the Board was to expand the hours of
shelter operation. That goal could not be accomplished with the current schedule. The Committee agreed
that the original intent of the Board has not changed and that the adopted schedule should be implemented.
On Call Pay
Controller Dolehanty discussed compensation for after-hours calls made by Animal Control Officers.
Because the Animal Control Officers are included in a collective bargaining unit, the Committee agreed it
would be appropriate to consider this matter at the bargaining table.
Resolution to Support Amendments to the State Survey and Remonumentation Act
Controller Dolehanty presented the draft resolution to amend the State Survey and Remonumentation Act.
The existing statute allows counties to borrow funds for accelerated remonumentation programs, but it falls
short of establishing the means by which counties may borrow funds. The proposed amendment would allow
counties to issue bonds to offset the cost of an accelerated program.
Chairperson Dale noted the proposal would not obligate the County to pursue and accelerated program as
discussed, but would allow for issuance of bonds should the County choose to move forward with the project.
It was moved by Commissioner Kay, supported by Commissioner LaJoie, to recommend approval of
Resolution 01-21 to support amendments to the State Survey and Remonumentation Act. A roll call
vote was taken as follows: Commissioner Postula - Yes; Commissioner Cooper - Yes; Commissioner
LaJoie - Yes; Commissioner Kay - Yes; Chairperson Dale - Yes. The motion was CARRIED, 5-0.
Items Referred from the Personnel Committee: Personnel Policy
Commissioner Postula reminded the Committee that the Personnel Committee instructed the Controller to
circulate the draft personnel policy among board members for their review. The Personnel Committee
planned to recommend approval of the Policy at the December 10 board meeting.
Part Time Community Service Worker Compensation
Commissioner Postula reported that the Personnel Committee agreed to forward the issue of compensation
for part time community service workers this Committee. The Personnel Committee recommended
establishing the pay grade of the part time community corrections officers at grade 6, effective January 1,
2002. Grade 6 was selected because it is the first grade of employee compensation on the current wage
schedule.
Commissioner Kay expressed a need to know more information about the positions before agreeing to a pay
level. He stated his position is consistent with the need to evaluate all positions as discussed earlier in the
meeting.
It was moved by Commissioner Postula, supported by Commissioner LaJoie, to recommend
establishing the pay grade of the part time community corrections officers at grade 6, effective
January 1, 2002. On a voice vote, the motion was CARRIED, 3-2.
Proposed Contracts: Jail Medical Services
Controller Dolehanty stated the proposed medical services contract covers medical services required by the
Department of Corrections. Dr. Robert Graham has agreed to continue providing these services under the
terms of the contract. Dolehanty also asked that the contract be approved retroactive to November 1. Brief
discussion ensued regarding minimum services required under the contract.
It was moved by Commissioner Kay, supported by Commissioner Postula, to recommend approval
of the draft Jail Medical Services contract as presented, retroactive to November 1. On a voice vote,
the motion was CARRIED.
Animal Shelter Lease
Chairperson Dale confirmed this action would result in changing the name of the Lessee to the County. All
other elements of the contract would remain the same, as approved by the Board of Health.
It was moved by Commissioner Kay, supported by Commissioner Postula, to recommend approval
of the draft Animal Shelter lease as presented. On a voice vote, the motion was CARRIED.
Addendum to Snow Plowing Contract
Controller Dolehanty explained the addendum would include plowing snow at the animal shelter at a cost
of $35 per event. Other services such as salting and use of front end loaders would be provided as requested
for the costs quoted in the addendum.
It was moved by Commissioner Kay, supported by Commissioner Postula, to recommend approval
of the draft addendum to the snow plowing contract as presented. On a voice vote, the motion was
CARRIED.
Quotation / Proposal Responses: Audit Services
Controller Dolehanty presented three proposals received for audit services. Because it meets all criteria set
forth in the RFP, the quote submitted by Anderson, Tackman & Company, P.L.C. was recommended for
acceptance. Dolehanty also recommended that the County accept a three-year contractual arrangement with
the firm.
It was moved by Commissioner Cooper, supported by Commissioner Kay, to recommend approval
of the audit services proposal submitted by Anderson, Tackman & Company, P.L.C. at an annual cost
of $21,900, and that the County accept a three year contractual arrangement with the firm. On a voice
vote, the motion was CARRIED.
Budget Amendments: Public Defender
It was moved by Commissioner Postula, supported by Commissioner LaJoie, to recommend approval
of the $5,000 budget amendment request of the Public Defender. On a voice vote, the motion was
CARRIED.
Friend of the Court
It was moved by Commissioner Postula, supported by Commissioner LaJoie, to recommend approval
of the $2,821.25 budget amendment request of the Friend of the Court. On a voice vote, the motion
was CARRIED.
Prosecuting Attorney
The Committee reviewed the November 28 memorandum from Prosecuting Attorney Brian Peppler
requesting reorganization of his staff. The Department currently includes a roster position of Office
Manager/Victim Advocate. A recently awarded grant will allow for employment of a full time Victim
Advocate. The Prosecutor sought to reclassify the part time Office Manager to Legal Secretary I and to
make the position full time.
Commissioner Kay stated an office relocation plan was recently recommended for approval by the Building,
Grounds and Jail Committee. He suggested that it would be prudent for the Committee to delay
consideration of the request until after the relocation takes place. The Committee concurred with this
suggestion and took no action.
Animal Control
It was moved by Commissioner Postula, supported by Commissioner LaJoie, to recommend approval
of the $15,908 budget amendment request for the Animal Control cost center as prepared by the
Finance Director. On a voice vote, the motion was CARRIED.
Road Patrol Fund
It was moved by Commissioner Postula, supported by Commissioner LaJoie, to recommend approval
of the $1,332 budget amendment request for the Road Patrol Fund as prepared by the Finance
Director. On a voice vote, the motion was CARRIED.
Child Care Fund
It was moved by Commissioner Postula, supported by Commissioner LaJoie, to recommend approval
of the $175,000 budget amendment request for the Child Care Fund as prepared by the Finance
Director. On a voice vote, the motion was CARRIED.
Office of Emergency Services Fund
It was moved by Commissioner Postula, supported by Commissioner LaJoie, to recommend approval
of the $6,473 budget amendment request for the Office of Emergency Services Fund as prepared by
the Finance Director. On a voice vote, the motion was CARRIED.
Big Brothers / Big Sisters Fund
It was moved by Commissioner Postula, supported by Commissioner LaJoie, to recommend approval
of the $1,850 budget amendment request for the Big Brothers / Big Sisters Fund as prepared by the
Finance Director. On a voice vote, the motion was CARRIED.
Finance Department Business: Close Fund 466
Controller Dolehanty referred the Committee to the December 4 memorandum from Finance Director Dave
Carpenter concerning the Correctional Facility Building Fund, Fund 466. The Fund was established to
record the revenues and expenditures pertaining to the construction and equipping of the Jail. Completion
of the project eliminated the need for the Fund. Therefore, the Finance Director recommended the Fund be
closed and the balance of funds be transferred to the Correctional Facility Debt Service Fund, Fund 366.
It was moved by Commissioner LaJoie, supported by Commissioner Postula, to recommend that the
Correctional Facility Building Fund, Fund 466, be closed and the balance of funds transferred to the
Correctional Facility Debt Service Fund, Fund 366, as proposed by the Finance Director. On a voice
vote, the motion was CARRIED.
Deferred Compensation Plan Amendment - Hartford Life
Controller Dolehanty reported that this request is similar to those approved in November and is required
under the Economic Growth and Tax Relief Reconciliation Act.
It was moved by Commissioner LaJoie, supported by Commissioner Postula, to recommend approval
of Resolution 01-24 to adopt the amendment to the Hartford Life Insurance Co. and the F. T. Jones
Fundsource Program 457 Deferred Compensation Plan. On a voice vote, the motion was CARRIED.
Resolution to Close Out Superior Township Contract No. 2
Granger and Associates, Inc., the project engineer for Superior Township Contract No. 2, recently informed
the County of the completion of the sewer project and requested that the County pass a resolution to close
out the contract.
It was moved by Commissioner LaJoie, supported by Commissioner Postula, to recommend approval
of Resolution 01-22 to close out Superior Township Contract No. 2. On a voice vote, the motion was
CARRIED.
Resolution to Close Out Superior Township Contract No. 3
It was moved by Commissioner LaJoie, supported by Commissioner Postula, to recommend approval
of Resolution 01-23 to close out Superior Township Contract No. 3. On a voice vote, the motion was
CARRIED.
Claims and Accounts
The Committee reviewed the claims and accounts documentation provided by Finance Director Carpenter.
It was moved by Commissioner Postula, supported by Commissioner Kay, to pay vouchers 30135
through 30302 and K-1 through K-85; General Funds claims of $184,688.98; Other fund claims of
$112,937.69; Payroll $631,676.28; Health Department Claims of $328,397.49; Total claims for the
month of $1,257,700.71. On a voice vote, the motion was CARRIED.
Public Comments
No public comment was offered.
Committee Comments
Commissioner Cooper reported on recent flag purchases by the Veteran's Affairs office.
Chairperson's Comments
Chairperson Dale offered no additional comments.
Adjourn
Hearing no other comments, Chairperson Dale declared the meeting adjourned at 7:11 p.m.
________________________________ ____________________________________
Timothy J. Dolehanty, AICP, Recorder Rita M. Dale, Chairperson