FINANCE, CLAIMS AND ACCOUNTS COMMITTEE
MEETING MINUTES
May 9, 2002
A regular meeting of the Chippewa County Board of Commissioners' Finance, Claims and Accounts
Committee was held on Thursday, May 9, 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 Bernard LaJoie
MEMBERS ABSENT: Gary McDowell and Ted Postula
OTHERS PRESENT: Tim Dolehanty, County Controller, Dave Carpenter, Finance Director,
Jen Schoenemann, Animal Control Officer
Additions / Deletions to the Agenda
Chairperson Dale called for changes to the agenda. Hearing no requests, the agenda was declared
approved as presented.
Public Comments
There were no public comments
Correspondence and Information Items
The monthly Treasurer's Report was acknowledged.
Agenda Items: Consideration of Audit
Chairperson Dale reported on behalf of the Audit Committee. She stated the audit was good and that the
auditors would conduct a workshop on new reporting requirements in June. Commissioner Cooper mentioned
recurring comments related to the Friend of the Court, fixed assets and central supply. He said
the level of noncompliance has diminished and the dollar value is not serious, but the County should work
to clear these issues in the coming year.
It was moved by Commissioner Cooper, supported by Commissioner Kay, to recommend approval
of the audit report, to make a copy of the audit report available at the Bayliss Public Library, and
to make the appropriate information items provided by the auditors available for access on the
County's web page. On a voice vote, the motion was CARRIED.
Lead Abatement Equipment
Commissioner LaJoie proposed that the County concur with the purchase of equipment to detect lead-
ased paint with pass-through gaming funds provided through the Sault Tribe of Chippewa Indians. He
stated the purchase price for the equipment would be about $24,000.00. Commissioner Cooper reported
on the previous approval of Tribal officials.
It was moved by Commissioner Cooper, supported by Commissioner Hopper, to recommend that
the County allow use of pass-through gaming funds for the purchase of equipment to detect lead-
ased paint. On a voice vote, the motion was CARRIED.
Community Foundation
Commissioners briefly discussed the use of pass-through gaming funds for purposes associated with the
Community Foundation.
It was moved by Commissioner Kay, supported by Commissioner Hopper, to table the request to
allow pass-through gaming funds to be used for purposes associated with the Community
Foundation pending receipt of further information. On a voice vote, the motion was CARRIED.
Ambulance and Fire Protection Renewal
Commissioners discussed the details of the proposed renewal proposition.
It was moved by Commissioner Cooper, supported by Commissioner Kay, to recommend approval
of Resolution 02-11 submitting to a vote of the electorate a special millage renewal for ambulance
and fire protection. On a voice vote, the motion was CARRIED.
Tax Limitation / Allocation
Commissioners discussed the details and intent of the proposed ballot language.
It was moved by Commissioner Kay, supported by Commissioner Cooper, to recommend approval
of Resolution 02-12 submitting to a vote of the electorate a proposition to establish tax limitations.
On a voice vote, the motion was CARRIED.
Application for Industrial Facilities Exemption
Committee members reviewed the written notice from the City of Sault Ste. Marie regarding application
for Industrial Facilities Exemption Certificate by Precision Edge Surgical Products. The Precision Edge
application seeks a six-year tax exemption. It was noted that the County would receive approximately
$14,000 in revenue from personal property tax this fiscal year.
It was moved by Commissioner Cooper, supported by Commissioner Kay, to recommend that the
County forward a letter of approval to the City of Sault Ste. Marie in support of the application for
Industrial Facilities Exemption Certificate submitted by Precision Edge Surgical Products. On a
voice vote, the motion was CARRIED.
Animal Shelter Facility Proposal
Chairperson Dale reviewed the facility recommendation of the Animal Control Ad Hoc Committee.
Commissioner Kay reported on the discussion of the Building and Grounds Committee related to the
facility recommendation. He stated he was not adverse to the recommendation of the Ad Hoc Committee,
but he wanted to be certain this was the right decision. Commissioner Kay enumerated concerns related
to the proposed site.
Finance Director Carpenter, a member of the Ad Hoc Committee, stated the Committee recommendation
was made without the benefit of minimum guidelines. In response to previously stated concerns, he was
able to determine the minimum cost of a new building shell similar in size to the building proposed by the
Committee would be about $85,000. That estimate did not include essentials such as electricity,
plumbing and site grading. Carpenter also stated Mackinac County spent approximately $195,000 on its
shelter and did not have to purchase the parcel of land.
Commissioner Cooper noted a shelter could be built on County-owned property located on Mackinac
Trail. He suggested hiring a firm to develop cost estimated for renovation of the recommended site and
for building a new facility.
Commissioner Hopper said he favored the recommended site, but understood the desire for more
information.
Animal Control Officer Schoenemann referred the Committee to a previous report that estimated the cost
of building a new shelter at $300,000. She also stated the animal control staff toured the facility
recommended by the Ad Hoc Committee and found it to be adequate for the needs of the animal control
program.
It was moved by Commissioner Hopper, supported by Commissioner LaJoie, to recommend tabling
the recommendation of the Ad Hoc Committee pending receipt of cost estimates for renovation and
new construction.
Commissioner Cooper asked how estimates would be secured and at what cost. A number of suggestions
were considered. Controller Dolehanty and Finance Director Carpenter were asked to consider methods
for developing facility estimates for presentation at the regular Board meeting.
On a voice vote, the motion was CARRIED.
Fiscal Year 2003 Budget Calendar
Controller Dolehanty presented the draft budget calendar. He stated County policy required adoption of
the budget calendar in May. Dolehanty noted the only unscheduled event was the proposed goal-setting
work session. The date for the work session could be established at a later time.
It was moved by Commissioner Kay, supported by Commissioner Hopper, to recommend approval
of the draft budget calendar as presented.
Chairperson Dale asked about budget hearings where Commissioners could discuss budget proposals with
department heads. She recommended that two hearings be scheduled at least two weeks before the
Finance Committee is scheduled to recommend a proposed budget.
Commissioners Kay and Hopper withdrew their motion. It was moved by Commissioner Kay,
supported by Commissioner Cooper, to recommend approval of the draft budget calendar with the
understanding that two hearing dates with department heads would be scheduled at least two weeks
before the Finance Committee is scheduled to recommend a proposed budget. On a voice vote, the
motion was CARRIED.
Health Department Fee Proposal
The proposed fee schedule for environmental health permits was presented. Commissioner LaJoie stated
his opposition to the proposed increases. Commissioner Cooper questioned the base fees, proposed fees
and estimated revenue calculations. The Committee held considerable discussion about the fee proposal.
It was moved by Commissioner Hopper, supported by Commissioner Kay, to recommend approval
of the proposed environmental health fee schedule as presented. On a voice vote, the motion was
CARRIED, 3 - 2.
Household Hazardous Waste Grant Fund
Finance Director Carpenter presented a proposed budget for the household hazardous waste collection
program. He noted this program is funded through a grant previously approved by the Board of
Commissioners.
It was moved by Commissioner Kay, supported by Commissioner LaJoie, to recommend approval
of the household hazardous waste grant fund budget as presented. On a voice vote, the motion was
CARRIED.
Sault Drain Project
Finance Director Carpenter presented a proposed budget for the Sault Drain project. He noted this fund
was established by the Board of Commissioners in 2001.
It was moved by Commissioner Kay, supported by Commissioner Hopper, to recommend approval
of the Sault Drain project budget as presented. On a voice vote, the motion was CARRIED.
HP Designjet for GIS
Controller Dolehanty presented quotes received for purchase of a Designjet printer for the geographic
information system. Commissioner Kay stated the bid of a local vendor was within $103 of the policy
threshold. When the base price of the unit was considered absent the supplies, the difference was even
less. He asked if the Committee would consider waiving the policy requirement to accept the low bid in
order to permit the purchase from a local vendor.
It was moved by Commissioner Cooper to recommend setting aside the County policy requiring
acceptance of the low bid, and to accept the quote from National Office Products and Printing, Inc.
to purchase the Inkjet plotter at a cost of $7,238.93. The motion DIED for lack of support.
It was moved by Commissioner LaJoie, supported by Commissioner Hopper, to recommend
acceptance of the quote from Integrated Systems Consultants to purchase the Inkjet plotter at a
cost of $6,928.00. On a voice vote, the motion was CARRIED, 3 - 2.
Hazardous Waste Collection and Disposal
Controller Dolehanty presented proposals received for hazardous waste collection and disposal. He noted
that the proposal submitted by Clean Harbors Environmental Services, Inc. was not received by the
established deadline. Dolehanty reviewed the base cost and collection fees with the Committee.
It was moved by Commissioner Cooper, supported by Commissioner Kay, to recommend
acceptance of the quote from Safety Kleen for hazardous waste collection and disposal at the cost
presented in their proposal. On a voice vote, the motion was CARRIED
Veterinarian Services
Controller Dolehanty presented proposals received for veterinary services. He noted that the proposal
submitted by Animal Kingdom was not submitted in a sealed envelope as required in the bid
specifications.
Commissioner Kay said he was impressed with the narratives presented by each of the veterinarians. He
added that the commitment shown to the animals and to the shelter was admirable.
Chairperson Dale stated her position that all three local veterinarians should be involved in providing
services to the shelter and that she opposed an exclusive contract with one veterinarian. She suggested
development of a rotating schedule where veterinarians would receive an equal opportunity to perform
services for the County.
Animal Control Officer Schoenemann discussed sizeable cost differences among the veterinarians. She
offered examples of experience working with each of the veterinarians.
Extensive discussion was heard regarding the merits of contracting with a single veterinarian versus a
rotation schedule.
It was moved by Commissioner Kay, supported by Commissioner LaJoie, to recommend veterinary
services be acquired on a rotating schedule where veterinarians would receive an equal opportunity
to perform services for the County. On a voice vote, the motion was CARRIED.
Hazardous Waste Storage Unit
Controller Dolehanty reported that the County received no responses to its solicitation for bids for a
household hazardous waste storage unit. In recognition of this lack of response, he asked that the
Committee consider a recommendation to waive the bidding procedure and allow negotiation with
specific vendors for a storage unit.
It was moved by Commissioner Cooper, supported by Commissioner Kay, to recommend waiving
the purchasing policy and allowing the County Controller to negotiate a price for a household
hazardous waste storage unit with three vendors. On a voice vote, the motion was CARRIED.
Domestic Preparedness Grant
The Committee briefly discussed the origin and purpose of the domestic preparedness grant to be
administered through the Office of Emergency Services.
It was moved by Commissioner Hopper, supported by Commissioner Kay, to recommend execution
of the domesticated preparedness grant agreement in the amount of $38,611. On a voice vote, the
motion was CARRIED.
Copy Machine Maintenance Agreement
Controller Dolehanty explained the Sault Printing submitted a single maintenance agreement for all
County copiers they service.
It was moved by Commissioner Hopper, supported by Commissioner Cooper, to recommend
execution of the copy machine maintenance agreement with Sault Printing at a cost of $1,927.00.
On a voice vote, the motion was CARRIED.
Amendment to Engineer Agreement
Controller Dolehanty presented draft amendment no. 5 to the agreement for engineering services between
the County and Granger and Associates. The draft agreement would cover costs associated with gasket
replacement work performed in 2001 at a cost of $23,059.80. The Controller recommended against
approving the draft agreement in light of a lawsuit filed against the County in conjunction with the gasket
replacement situation. He stated his opinion that the County was not responsible for the faulty equipment
supplied by the engineer's subcontractor.
It was moved by Commissioner Hopper, supported by Commissioner Kay, to recommend against
execution of draft amendment no. 5 to the agreement for engineering services between the County
and Granger and Associates. On a voice vote, the motion was CARRIED.
Policy Considerations
Controller Dolehanty asked that the Committee postpone scheduled discussion of policy matters, as he
needed to depart the meeting. The Committee concurred with his request.
Finance Department Business
Finance Director Carpenter reviewed the monthly claims and accounts report.
It was moved by Commissioner Cooper, supported by Commissioner Kay, to recommend the
approval of general fund claims totaling $265,352.43, other fund claims of $512,143.32, payroll of
$478,232.68 and health department claims of $366,278.43, vouchers 30940 through 31807 and E-1
through E-242. On a voice vote, the motion was CARRIED.
Commissioner Cooper stated he was told expenditures for legal services had become excessive.
Controller Dolehanty referred the Committee to the monthly budget report showing expenditure of 53%
of the legal services budget.
Committee Comments
There were no additional comments from committee members.
Chairperson's Comments
Chairperson Dale offered no additional comments.
Adjourn
Chairperson Dale declared the meeting adjourned at 6:51 p.m.
__________________________________ __________________________________
Timothy J. Dolehanty, AICP, Recorder Rita Dale, Committee Chairperson