FINANCE, CLAIMS AND ACCOUNTS COMMITTEE
MEETING MINUTES
February 7, 2002
A regular meeting of the Chippewa County Board of Commissioners= Finance, Claims and Accounts
Committee was held on Thursday, February 7, 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, Chairperson, Aaron Hopper, Don Cooper, Bernard LaJoie,
Ted Postula, Earl Kay (not voting) and Gary McDowell (5:15)
MEMBERS ABSENT: None
OTHERS PRESENT: Tim Dolehanty, County Controller, Dave Carpenter, Finance Director
and Steve Mason
Additions / Deletions to the Agenda
Chairperson Dale called for additions or deletions to the agenda. Hearing none, the agenda was declared
approved.
Approval of the Agenda
It was moved by Commissioner Hopper, supported by Commissioner Postula, to approve the
agenda as presented. On a voice vote, the motion was CARRIED.
Public Comments
There were no public comments.
Correspondence and Information Items
Receipt of the Treasurer's Report was acknowledged.
Quotation / Proposal Responses: Copy Machines
Controller Dolehanty presented three proposals for copy machine services received in response to the
County's request for proposals (RFP). Proposals were received from Sault Printing, National Office
Products and Xerox. The RFP sought proposals for the lease or purchase of copy machines to replace
those currently in use. A five-year maintenance agreement including, at a minimum, all labor, parts,
drums and consumables was also a required component of the response.
Dolehanty went on to explain how bidders were required to describe how their plan and tasks would be
implemented, the resources, materials and equipment that would be utilized and how the necessary project
management interactions would be carried out. Obsolete photocopy machines currently owned by the
County would have to be accepted as trade-ins, and suitable arrangements would have to be made to
account for all unexpired copy machine leases. A written explanation of how this would be accomplished,
including a detailed cost breakdown, was a required component of the proposal.
Dolehanty state he held several meetings with representatives of National Office Products and Xerox.
The purpose of these meetings was to assure the proposed products would meet the functional needs of
the County. He reported that both companies made minor modification to their proposals as a result of
these meetings. Both companies proposed a network of machines that would function as copiers, printers,
scanners and FAX machine. Both proposals include maintenance for all machines over a five-year period
as well as toner, developer, drums and staples.
Because it adequately met the criteria set forth in the RFP, Dolehanty recommended the bid submitted by
National Office Products and Printing, Inc. be accepted.
Steve Mason of National Office Products reviewed the details of his proposal. He explained cost savings
associated with the program he proposed, along with the advantages of a entering into a single lease
agreement for all copy machines.
Committee members discussed the bidding process and distribution of the RFP. Mr. Mason answered a
number of specific questions related to the National Office Products proposal.
It was moved by Commissioner LaJoie, supported by Commissioner Postula, to recommend that
the County enter into an agreement with National Office Products to provide and maintain copy
machines at a monthly cost of $3,613.20, as indicated in their proposal. On a voice vote, the motion
was CARRIED.
Quotation / Proposal Responses: ORVs
Controller Dolehanty presented the Committee with proposals for the purchase and delivery of one off
road vehicle (ORV). The ORV would replace a 1985 Honda three-wheeler currently maintained by the
Sheriff's Department. Because it adequately met the criteria required by the County, Dolehanty
recommended the quote submitted by Leitz Sports Center, Inc. be accepted.
It was moved by Commissioner LaJoie to recommend that the County accept the proposal of Leitz
Sports Center, Inc. for the purchase of an off road vehicle at a cost of $6,300.00. The motion DIED
for lack of support.
Quotation / Proposal Responses: Snow Machines
Controller Dolehanty presented the Committee with proposals for the purchase and delivery of one snow
machine. The new snow machine would replace a 1995 Arcticat currently maintained by the Sheriff's
Department. Because it adequately met the criteria required by the County, Dolehanty recommended the
quote submitted by Cedarville Marine be accepted.
Commissioner Kay questioned why the County needed to purchase a new snow machine this late into
season. Dolehanty speculated that the timing of the purchase may be grant-driven, but he was not certain.
It was moved by Commissioner Postula, supported by Commissioner Cooper, to forward the ORV
proposal and the snow machine proposal to the February 18 Board meeting for consideration, and
that the Sheriff be asked to attend the meeting to discuss the purchases. On a voice vote, the motion
was CARRIED.
Sale of Vehicles
Controller Dolehanty reported that several bids were received for surplus vehicles maintained by the
Sheriff's Department. In accordance with Policy No. 320, the vehicles would be sold to the highest
bidder. Sheriff Moran has requested that proceeds from the sale of the Honda three-wheeler and the
Arcticat 800 ZRT be earmarked to offset the purchase of a transport trailer for the hovercraft.
It was moved by Commissioner Cooper, supported by Commissioner Hopper, to sell the surplus
vehicles to the highest bidder and that the proceeds from the sales be directed to the general fund in
a manner consist with standard practice. On a voice vote, the motion was CARRIED.
Address Project Proposal
Controller Dolehanty presented a memorandum from Dave Pietrangelo of the Health Department
outlining a proposal to purchase a software module that will convert address data to the County's
mapping software platform. Mr. Pietrangelo's memorandum offered a chronology of events leading to
the need for this software module. Dolehanty concluded by noting that funds for the purchase would be
taken from the emergency services budget.
The Committee discussed the proposal offered by Mr. Pietrangelo and expressed disappointment that this
step was still incomplete.
It was moved by Commissioner LaJoie, supported by Commissioner Postula, to recommend that
the proposal of InfoGeographic, Inc. for an addressing software module and training be accepted at
a cost of $1,990.00. On a voice vote, the motion was CARRIED.
Fee Waiver Request
Controller Dolehanty presented a request from an Animal Control Officer waive fees associated with the
impoundment of a dog. The owner was incapacitated and the animal was picked up by family members
within a reasonable time. It was believed that the owner did not have the financial means to pay the
normal fee for this service.
It was moved by Commissioner Postula, supported by Commissioner Hopper, waive the fees in this
case and that authority to waive such fees in the future be delegated to the County Controller. 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 LaJoie, supported by Commissioner Hopper, to recommend
payment of vouchers 30534 through 30718 and B-1 through B-157; General Funds claims of
$154,833.15; Other fund claims of $211,179.59; Payroll claims of $510,742.92; and Health
Department Claims of $322,452.05; Total claims for the month of $1,199,207.71. On a voice vote,
the motion was CARRIED.
Chairperson=s Comments
Chairperson Dale asked that the Committee consider a recommendation to increase the maximum amount
of a CDBG home improvement loan to $25,000.00. This increase was necessary in order to allow for
government mandated lead-based paint testing in homes scheduled for improvement.
It was moved by Commissioner LaJoie, supported by Commissioner Hopper, to recommend that
the maximum allowable loan for housing rehabilitation under the CDBG program be increased to
$25,000.00. On a voice vote, the motion was CARRIED.
Committee Comments
Commissioner LaJoie reported on his meeting with Kinross Township concerning the Kinross
Community Park. He provided committee member with several documents related to the fiscal status of
the Park.
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: Hopper - Yes; Cooper - Yes; LaJoie -
Yes; Postula - Yes; Dale - Yes. Motion CARRIED.
It was moved by Commissioner LaJoie, supported by Commissioner Postula, to resume the open
session meeting of the Personnel Committee. A roll call vote was taken as follows: Postula - Yes;
Hopper - Yes; Cooper - Yes; LaJoie - Yes; Dale - Yes. Motion CARRIED.
Public Comments
No public comment was offered.
Adjourn
Hearing no other comments, Chairperson Dale asked for a motion to adjourn the meeting.
It was moved by Commissioner LaJoie, supported by Commissioner Postula, to adjourn the
meeting. On a voice vote, the motion was CARRIED.
The meeting was adjourned at 7:23 p.m.
________________________________ ____________________________________
Timothy J. Dolehanty, AICP, Recorder Rita M. Dale, Chairperson