FINANCE, CLAIMS AND ACCOUNTS COMMITTEE
MEETING MINUTES
October 10, 2002
A regular meeting of the Chippewa County Board of Commissioners' Finance, Claims and Accounts
Committee was held on Thursday, October 10, 2002 at the Chippewa County Courthouse in Sault Ste. Marie,
Michigan. Chairperson Dale called the meeting to order at 5:00 p.m. with a quorum present.
MEMBERS PRESENT: Rita Dale, Aaron Hopper, Earl Kay (5:01) (voting), Don Cooper, Ted Postula (5:07), and
Bernard LaJoie
MEMBERS ABSENT: Gary McDowell
OTHERS PRESENT: Tim Dolehanty, County Controller, Dave Carpenter, Finance Director, Tim
McKee, OES/E 9-1-1 Director
Additions / Deletions to the Agenda
Chairperson Dale called for changes to the agenda. Hearing none, the agenda was declared approved as
presented.
Public Comments
There were no public comments.
Correspondence and Information Items
The monthly Treasurer's Report and Michigan Counties newsletter were acknowledged.
Agenda Items: Legal Defense Fund for Wireless Fees
OES/9-1-1 Director Tim McKee presented information about a recent attempt by SBC Ameritech to claim
dollars intended for local 9-1-1 dispatch centers. He said Ameritech would like to assess a "per call" charge
against all 9-1-1 centers for processing wireless 9-1-1 calls. Mr. McKee said a judge recently granted a
Temporary Restraining Order to block Ameritech's attempt to assess the charge and future court actions
would be necessary. He asked that an allocation of $1,000 be made to support legal efforts to fight Ameritech.
Commissioner Cooper noted fund balance dollars were available in the 9-1-1 Emergency Dispatch fund for
this purpose. After further discussion, Mr. McKee assured the Committee that he would not seek any
additional allocation for this effort.
It was moved by Commissioner Hopper, supported by Commissioner Cooper, to recommend allocation
of up to $1,000 from the 9-1-1 Emergency Dispatch fund balance to support legal efforts to fight the
tariff sought by SBC Ameritech, and to direct Mr. McKee to follow through on behalf of Chippewa
County. On a voice vote, the motion was CARRIED.
Physical Therapy Joint Partnership Funding
Controller Tim Dolehanty presented documents from the Sault Ste. Marie Tribe of Chippewa Indians seeking
County acceptance of $49,544 in 2% gaming money from for use by the joint partnership for physical therapy
services. Finance Director Dave Carpenter said the check appeared without advance notification, and
appeared to be destined for War Memorial Hospital.
Chairperson Dale expressed concern about the use of 2% gaming money for this project. It was not known if
the entire community would benefit from this project. The Chairperson suggested that the Controller should
write a letter to the Sault Ste. Marie Tribe of Chippewa Indians seeking additional information.
It was moved by Commissioner Cooper, supported by Commissioner Postula, to direct the County
Controller to write a letter to the Sault Ste. Marie Tribe of Chippewa Indians asking about the identity
of the intended recipient of the Physical Therapy Joint Partnership funds and for clarification of who
will benefit from the allocation. On a voice vote, the motion was CARRIED.
Proposed Increase in Certified Fees
County Clerk Diane Cork sought Committee approval of an increase in vital records fees. The Clerk's office
currently charges $5.00 for the first copy and $3.00 for any additional copies purchased at the same time.
Ms. Cork asked that the fees be changed to $8.00 for the first copy and $5.00 for any additional copies
purchased at the same time. A graph showing charges assessed by other Upper Peninsula counties was
provided.
It was moved by Commissioner LaJoie, supported by Commissioner Postula, to recommend approval
of the revised vital records fee schedule of $8.00 for the first copy and $5.00 for any additional copies
purchased at the same time. On a voice vote, the motion was CARRIED.
MERS Additional Credited Service Resolution
The Committee reviewed a request from District Court Judge Michael W. MacDonald to purchase two years
of military service from the Municipal Employees Retirement System of Michigan. If approved, Judge
MacDonald would pay the total actuarial cost of additional credited service.
It was moved by Commissioner Postula, supported by Commissioner Hopper, to recommend approval
of the additional credited service request from the Municipal Employees Retirement System of
Michigan submitted by Judge Michael W. MacDonald. On a voice vote, the motion was CARRIED.
2003 Borrowing Resolution
County Treasurer Marilyn McDonald provided a resolution to borrow funds against delinquent taxes.
Commissioner Cooper stated the borrowing resolution was redundant and unnecessary because the County
self-funds delinquent taxes. He added that by approving the resolution borrowing the funds, the Treasurer
and others receive a service fee even if the County does not borrow funds.
The Committee discussed the proposed resolution and its affect. Commissioner Postula stated the resolution
should be approved in case the County does need to borrow funds.
It was moved by Commissioner Postula, supported by Commissioner Hopper, to recommend approval
of Resolution 02-25 to permit the County to borrow against delinquent taxes. On a voice vote, the
motion was CARRIED, 4-1.
Data Entry Clerk Part-Time Hours - Equalization Department
Commissioner Hopper reported on a discussion held by the Personnel Committee concerning additional hours
requested for the Equalization Department Data Entry Clerk. Register of Deeds / Equalization Director
Sharon Kennedy asked that the position be increased to 25 hours per week for the remainder of the current
fiscal year, then increased to 30 hours per week beginning on January 1, 2003. She stated the additional
workload makes this change necessary.
Controller Dolehanty prepared a cost analysis for the request. The Committee discussed the need for the
position and the potential impact on the annual budget. It was the consensus of the Committee to postpone
further action on this request to the regular Board meeting scheduled for October 14.
Request for Proposals: Personal Computers
Controller Dolehanty presented a recommendation to release a request for proposals (RFP) for ten personal
computers. Funds for the purchase were allocated in the current budget. The Information Systems
department recommended purchase of the personal computers to replace obsolete computers currently in use.
If approved, bids would be due before the November Finance Committee meeting.
It was moved by Commissioner Hopper, supported by Commissioner Postula, to recommend release of
a request for proposals for ten personal computers. On a voice vote, the motion was CARRIED.
Elevator Maintenance Contract
Controller Dolehanty reported he was recently informed of a requirement of the Elevator Inspections Unit of
the Michigan Department of Consumer and Industry Services that the County was required to secure a
maintenance contract for its elevators. It was noted that the contract would include an inspection of each
elevator every 90 days in order to assure compliance with State elevator regulations. Mr. Dolehanty said he
was provided with an eight-page list of State-certified elevator repair contractors.
It was moved by Commissioner Hopper, supported by Commissioner Postula, to recommend release of
a request for proposals an elevator maintenance contract. On a voice vote, the motion was CARRIED.
Contracts and Agreements: MSU Extension Memorandum of Understanding
MSU Extension Director provided the Committee with a draft memorandum of understanding that would
permit the County to utilize funds allocated in the current fiscal year to offset expenses of the Home
Economist position in 2003. Under this arrangement, a percentage of funds allocated for the current fiscal
year would be credited by MSU to the Extension Director, and MSU would not assess a fee for the Home
Economist in the next fiscal year.
Commissioner Hopper stated the arrangement needed further explanation. Commissioner Kay opposed
providing funds for the Director position because the Director is an MSU employee. The Committee agreed
that the proposal should be examined at a later date.
It was moved by Commissioner Hopper, supported by Commissioner LaJoie, to table the MSU
Extension Memorandum of Understanding. On a voice vote, the motion was CARRIED.
CDBG Grant Administration
It was moved by Commissioner Cooper, supported by Commissioner LaJoie, to recommend approval
of the Community Development Block Grant administration contract. On a voice vote, the motion was
CARRIED.
Snow Plowing
It was moved by Commissioner Cooper, supported by Commissioner LaJoie, to recommend acceptance
of the snowplowing bid from Norris Contracting as low bidder at a cost of $5,100.
Commissioner Kay reported two bidders questioned the practicality of the two-hour snow removal
requirement. He also asked if a proposal received by facsimile after the deadline would be accepted.
Controller Dolehanty said the two-hour snow removal requirement was consistently met last winter. He
added that sealed bids were required and that bids received after the stated deadlines are not considered.
On a voice vote, the motion was CARRIED.
2003 Survey and Remonumentation Grant
The Committee reviewed the draft 2003 Survey and Remonumentation Grant proposed by the State.
Commissioner Postula stated the Board should approve this agreement in case the accelerated program
proposed by the County Surveyor cannot be implemented.
It was moved by Commissioner Hopper, supported by Commissioner Postula, to recommend approval
of the 2003 Survey and Remonumentation Grant as presented. On a voice vote, the motion was
CARRIED.
Child Care Fund Certifications
The Committee reviewed the County childcare fund budget summary and certifications presented by Judge
Lowell Ulrich.
It was moved by Commissioner LaJoie, supported by Commissioner Cooper, to recommend approval
of the County Child Care Fund Budget Summary and Certifications as presented. On a voice vote, the
motion was CARRIED.
In recognition of the sizeable state and county allocations for this program, Commissioner Cooper suggested
the childcare fund be discussed at a future work session.
FY 2003 Budget
The Committee discussed the sequence of the budget approval process and its ties to the millage rates
scheduled to be set on October 14. Commissioner Cooper reviewed budget trends since 1999, noting
disproportionate increases in appropriations to the jail and Prosecuting Attorney's office. Committee
members agreed to consider future meeting dates to review the budget at the October 14 meeting.
Establish Animal Shelter Fund
Finance Director Dave Carpenter presented a proposal to establish an animal shelter fund. He noted this was
required after the Board approved this project in September.
It was moved by Commissioner Cooper, supported by Commissioner Hopper, to establish an animal
shelter fund as recommended by the Finance Director. On a voice vote, the motion was CARRIED.
Claims and Accounts
Finance Director Carpenter reviewed the monthly claims and accounts report.
It was moved by Commissioner Postula, supported by Commissioner LaJoie, to recommend the
approval of general fund claims totaling $107,981.09, other fund claims of $37,114.89, payroll of
$534,068.06 and health department claims of $377,352.19, vouchers 31913 through 32214 and J-1
through J-89. On a voice vote, the motion was CARRIED.
Committee Comments
Commissioner Cooper asked that the Committee consider approval of a resolution to oppose ballot proposals
03 and 04. He referred the Committee to a draft resolution from the Michigan Association of Counties.
Chairperson's Comments
Chairperson Dale had no additional comments.
Collective Bargaining Strategies
It was moved by Commissioner LaJoie, supported by Commissioner Postula, to enter into a closed
session to discuss strategies connected with the negotiation of a collective bargaining agreement with
the American Federation of State, County and Municipal Employees, AFL-CIO Local 1552 of
Michigan, pursuant to Section 8(c) of the Open Meetings Act, Act 267, P.A. 1976, as amended, being
MCL 15.268(c). A roll call vote was taken as follows: LaJoie - Yes; Postula - Yes; Hopper - Yes.
Cooper - Yes; Dale - Yes. Motion CARRIED.
It was moved by Commissioner LaJoie, supported by Commissioner Postula, to resume the open
session meeting of the Finance, Claims and Accounts Committee. A roll call vote was taken as follows:
Postula - Yes; Hopper - Yes; Cooper - Yes; LaJoie - Yes; Dale - Yes. Motion CARRIED.
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 was adjourned at 6:23 p.m.
__________________________________ __________________________________
Timothy J. Dolehanty, AICP, Recorder Rita Dale, Chairperson