FINANCE, CLAIM AND ACCOUNTS COMMITTEE
MEETING MINUTES
April 4, 2002
A regular meeting of the Chippewa County Board of Commissioners' Finance, Claims and Accounts
Committee was held on Thursday, April 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, Earl Kay (voting), Don Cooper,
and Gary McDowell (5:35)
MEMBERS ABSENT: Bernard LaJoie, Ted Postula
OTHERS PRESENT: Tim Dolehanty, County Controller, Dave Carpenter, Finance Director,
Sharon Kennedy, Equalization Director, Ron Cross, Barbara Fortin, Wayne Fortin,
Lisa Wilcox, Jeri Wolski
Additions / Deletions to the Agenda
Chairperson Dale called for changes to the agenda. Sharon Kennedy asked that the annual Equalization
Report be added to the agenda. Hearing no other requests, the agenda was declared approved as
amended.
Correspondence and Information Items
The monthly Treasurer's Report and correspondence from Raber Township were acknowledged.
Agenda Items: Audit Presentation Schedule
Controller Dolehanty reported that draft audit reports would be distributed to Commissioners at the Board
Meeting on April 8. It was acknowledged that the Board Chairman has appointed an audit committee in
the past, and that he would likely do so at the Board meeting.
Title III Federal Forest Project Funds
Controller Dolehanty reviewed federal requirements to set aside 20% of the total annual payments
received from the National Forest to offset costs associated with specific projects. The federal statute
requires public notice of the projects to be published at least 45 days prior to release of funds.
It was moved by Commissioner Kay, supported by Commissioner Hopper, to recommend that the
public notice be general enough to allow for maximum flexibility in project funding, as permitted
by federal law. On a voice vote, the motion was CARRIED.
Funding Request - Forest Clean-up
Commissioner Hopper received a request for up to $1,500 to support volunteers cleaning federal forest
lands. The Committee noted this is an annual request and supported continued participation.
Commissioner Cooper suggested including this project in the fiscal year 2003 budget. Commissioner
Kay confirmed that the County is provided with invoices associated with the clean-up project.
It was moved by Commissioner Hopper, supported by Commissioner Kay, to recommend the
County participate in the annual federal forest clean-up project at a cost not to exceed $1,500. On
a voice vote, the motion was CARRIED.
American Images Proposal
Commissioner Hopper presented a proposal from American Images to create a promotional brochure for
Chippewa County. He referred to a draft contract for this service, stating the brochure would be created
at no cost to the County. Commissioner Cooper stated the brochure is an item typically created by local
economic development corporations, further suggesting the County EDC should be approached to
support the project. Commissioner Kay stated the only cost to the County would come in the form of
time spent to gather data to be included in the brochure.
It was moved by Commissioner Hopper, supported by Commissioner Kay, to present the American
Images proposal to the Board of Commissioners at the April 8 meeting for consideration and a
decision. On a voice vote, the motion was CARRIED.
Proposed Recycling Millage Renewal
Chairperson Dale presented a request from Northern Transitions, operator of the County's recycling
program, to include a millage renewal request on the August 6, 2002 ballot. It was also requested that
the term of the millage be ten years instead of four.
It was moved by Commissioner Cooper, supported by Commissioner Kay, to recommend approval
of Resolution No. 05-02 to submit to a vote of the electorate a special millage renewal for the
County recycling program on the August 6, 2002 ballot, with the term of the millage being ten
years.
Equalization Director Sharon Kennedy noted that a ten-year millage would result in revenue being lost to
mandatory Headlee rollback. Commissioners agreed this could result in a significant funding reduction.
Commissioner Kay agreed to amend the motion to reflect a millage term of four years.
Commissioner Cooper agreed to this change and continued his support for the revised motion. On
a voice vote, the motion was CARRIED.
Copy Machines Proposals
Controller Dolehanty presented for proposals for copy machine services received in response to the
County's request for quotations (RFQ). Proposals were received from Commercial Equipment Company,
National Office Products, Sault Printing National Office Products and Xerox. The RFQ sought proposals
for the 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.
Committee members noted priced could be reduced if certain accessories were not included. The
Controller was asked to confirm bid prices for machines, excluding noted modules, for the April 8 board
meeting.
It was moved by Commissioner Kay, supported by Commissioner Cooper, to recommend purchase
of copy machines from National Office Supply, pending price quotations that exclude noted
accessories. On a voice vote, the motion was CARRIED.
AS-400 Equipment
Controller Dolehanty presented a proposal from ASI Systems, Inc. of Marysville, Michigan to upgrade
the County's computer network. The upgrade will expand the capacity of the computer network at a cost
of $4,300.00 and was the only proposal received in response to the County's RFQ.
It was moved by Commissioner Cooper, supported by Commissioner Kay, to recommend entering
into an agreement with ASI Systems, Inc. of Marysville, Michigan to expand the County's AS-400
at a cost not to exceed $4,300.00. On a voice vote, the motion was CARRIED.
Annual Equalization Report
Equalization Director Sharon Kennedy distributed the 2002 Equalization Report for consideration.
Property valuation changes since 2001 range from an increase of 19.24% ($18,571,635) on Drummond
Island, to a decrease of 0.31% ($802,600) for the City of Sault Ste. Marie. Overall, Chippewa County
valuations increased 7.13% ($62,732,902). General discussion of the report was held. Committee
members agreed to forward the report to the April 8 Board meeting for action.
Kennedy advised the Committee that a mandatory education seminar on June 9 for Equalization staff.
She asked for authorization to close the office that week, if it became necessary.
It was moved by Commissioner Hopper, supported by Commissioner Kay, to recommend allowing
the Equalization office to close during the week of June 9, if necessary. On a voice vote, the motion
was CARRIED.
Substance Abuse Education Services
Controller Dolehanty presented a draft contract received from Sheriff Jeff Moran for mandated substance
abuse education program directed at jail inmates. Under the agreement, Marquette General Hospital
would provide services related to this a mandatory program. If approved, the contract would cost the
County $8,500.00.
Committee members questioned which services would be provided under the contract and why these
services could not be provided by Hiawatha Behavioral Health.
It was moved by Commissioner Hopper, supported by Commissioner Kay, to ask Sheriff Moran to
attend the April 8 board meeting to further discuss the proposed substance abuse education
contract. On a voice vote, the motion was CARRIED.
Law Enforcement Services Agreement
A proposed contract to deputize members of the Bay Mills Indian Community Department of Public Safety
was presented to the Committee. Under the agreement, each Bay Mills officer would be deputized
when working on ceded-treaty waters and adjacent shoreline of Chippewa County, and when requested as
backup to the Sheriff's Department or the 9-1-1 Dispatch Center.
It was moved by Commissioner Cooper, supported by Commissioner Kay, to recommend approval
of the contract to deputize members of the Bay Mills Indian Community Department of Public
Safety. On a voice vote, the motion was CARRIED.
Elevator Service Agreement
A proposed contract with Otis Elevator for maintenance of the annex building elevator was presented.
Controller Dolehanty stated this proposal was delivered unsolicited.
It was moved by Commissioner Kay, supported by Commissioner Cooper, to table consideration of
the elevator maintenance agreement until the County solicits proposals. On a voice vote, the
motion was CARRIED.
Finance Department Business
Finance Director Carpenter reviewed the monthly claims and accounts report.
It was moved by Commissioner Hopper, supported by Commissioner Kay, to recommend the
approval of general fund claims totaling $294,564.53, other fund claims of $177,482.87, payroll of
$478,232.68 and health department claims of $327,617.34, vouchers 30860 through 30939 and D-1
through D-210. On a voice vote, the motion was CARRIED.
Work Session Schedule
Committee members agreed to postpone scheduling of a work session until the April 8 Board meeting.
Committee Comments
There were no additional comments from committee members.
Chairperson's Comments
Chairperson Dale asked that Commissioner Kay report on Airport activities at the April 8 meeting.
Adjourn
It was moved by Commissioner Kay, supported by Commissioner Hopper, to adjourn the meeting.
On a voice vote, the motion was CARRIED.
Chairperson Dale declared the meeting adjourned at 6:01 p.m.
__________________________________ __________________________________
Timothy J. Dolehanty, AICP, Recorder Rita Dale, Committee Chairperson
DRAFT RESOLUTION NO. 02-05
RESOLUTION SUBMITTING TO A VOTE OF THE ELECTORATE
A SPECIAL MILLAGE RENEWAL FOR RECYCLING PROGRAM
WHEREAS, Chippewa County voters approved a special millage of 0.50 mill to fund a recycling
program in Chippewa County through 2001; and
WHEREAS, recycling services are of substantial benefit to the citizens of the County of Chippewa; and
WHEREAS, the Board of Commissioners of the County of Chippewa deems it necessary and expedient
for the County to offer a recycling program to the citizenry; and
WHEREAS, the Board of Commissioners of the County of Chippewa has determined that it is
appropriate to submit a millage renewal proposition to the electors of the County at the primary
election to be held on August 6, 2002.
NOW, THEREFORE, BE IT RESOLVED, that the following question be submitted to a vote of the
electorate of Chippewa County at the primary election to be held on August 6, 2002.
RECYCLING PROGRAM
MILLAGE RENEWAL PROPOSITION
Shall the previous voted increase in the 15 mill limitation imposed under Article IX, Sec.
6 of the Michigan Constitution on general ad valorem taxes within the County of
Chippewa, Michigan be renewed as follows: 0.50 mill ($0.50 per $1,000 of taxable
value) for a period of ten years, being 2002, 2003, 2004, 2005, 2006, 2007, 2008, 2009,
2010 and 2011, inclusive, for the purpose of providing funds for the operation of the
Chippewa County recycling program, and shall the County of Chippewa levy such
renewal for said purposes thereby raising in the first year an estimated $366,000?
_
Yes |_|
_
No |_|
BE IT FURTHER RESOLVED, that this question is hereby certified to the County Clerk.
BE IT FURTHER RESOLVED, that the County Clerk is hereby directed to cause the proposition to be
stated on the August 6, 2002 ballot and to be prepared and distributed in the manner required by
law.