FINANCE, CLAIMS AND ACCOUNTS COMMITTEE
MEETING MINUTES
June 6, 2002
A regular meeting of the Chippewa County Board of Commissioners' Finance, Claims and Accounts
Committee was held on Thursday, June 6, 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 (non-voting, 5:06), Don Cooper,
Bernard LaJoie and Ted Postula (5:09)
MEMBERS ABSENT: Gary McDowell
OTHERS PRESENT: Tim Dolehanty, County Controller, Dave Carpenter, Finance Director, Lisa Wilcox,
Prosecuting Attorney Office Manager
Additions / Deletions to the Agenda
Chairperson Dale called for changes to the agenda. Discussion of proposed Building Inspection
Department reorganization and the School Liaison Officer contract were removed from the agenda.
Hearing no other requests for additions or deletions, the agenda was declared approved as amended.
Public Comments
There were no public comments.
Correspondence and Information Items
The monthly Treasurer's Report and information provided by the Michigan Association of Counties were
acknowledged.
Agenda Items: Consideration of Marine Patrol Grant
Controller Dolehanty referred to the Finance Director's recommendation to amend the General Fund to
reflect $14,955 awarded to the County from the Michigan Department of Natural Resources.
Commissioner Cooper confirmed that the transfer of funds from the gas, oil and maintenance line item
would not impact operations at the Sheriff's Department.
It was moved by Commissioner Hopper, supported by Commissioner LaJoie, to recommend
approval of the Marine Patrol budget as presented. On a voice vote, the motion was CARRIED.
Community Corrections Grant
Controller Dolehanty presented a draft resolution supporting submission of an application to the State of
Michigan for Community Corrections Act funds. If approved, the grant would provide $51,463 to
Chippewa County.
It was moved by Commissioner Cooper, supported by Commissioner LaJoie, to recommend
approval of Resolution 02-15 to approve the grant application for Community Corrections Act
funds. On a voice vote, the motion was CARRIED.
Juvenile Accountability Incentive Block Grant
Controller Dolehanty referred to the Finance Director's recommendation to amend the General Fund to
reflect $68,609 awarded to the County for implementation of a Youth Substance Abuse Assistance
Program. The program will assist Court-adjudicated youth with substance abuse issues.
It was moved by Commissioner Hopper, supported by Commissioner LaJoie, to recommend
approval of the Youth Substance Abuse Assistance Program Juvenile Accountability Incentive
Block Grant budget as presented. On a voice vote, the motion was CARRIED.
Bulletproof Vest Partnership Program Grant
Controller Dolehanty referred to the Finance Director's recommendation to amend the General Fund to
reflect $8,065 awarded to the County for the purchase of bulletproof vests. The grant would cover fifty
percent of the purchase cost.
It was moved by Commissioner LaJoie, supported by Commissioner Cooper, to recommend
approval of the Bulletproof Vest Partnership Program Grant budget as presented. On a voice vote,
the motion was CARRIED.
Health Department Secretary/Clerical Position
Commissioner Hopper reviewed the May 28 memorandum from Christine Lundquist, Health Department
Director of Finance, concerning the addition of a Secretary/Clerical position at the Health Department. It
was noted that the Board of Health recommended approval of the request, with funding to come from
excess revenue generated from the Home Health division.
It was moved by Commissioner LaJoie, supported by Commissioner Hopper, to recommend
approval of the Health Department request to add a Secretary/Clerical position to their employee
roster. On a voice vote, the motion was CARRIED.
Community Foundation Funding Request
Committee members reviewed a request from the Sault Area Community Foundation to allow use of 2%
gaming funds provided through the Sault Tribe of Chippewa Indians. If approved, the County would
receive $15,000 from the Sault Tribe for use by the Community Foundation to pay for office space in the
old Woolworth building.
It was moved by Commissioner Hopper, supported by Commissioner LaJoie, to table the request
from the Community Foundation pending receipt of further information.
Commissioner Cooper asked about the County's effort to coordinate requests for 2% funds. He
emphasized the importance of the County receiving its fair share of these funds.
On a voice vote, the motion was CARRIED.
Animal Shelter Facility
Finance Director Carpenter reviewed proposals received for construction of an animal shelter facility. He
compared the cost of a new facility to the cost of renovating an existing facility for the same purpose.
Commissioner Kay expressed disapproval of the decision to seek quotes for the facility. He thought the
process circumvented the Building and Grounds Committee and objected to the requirement that
prohibited bidders from contacting any other Chippewa County personnel concerning the proposal.
Controller Dolehanty said his recollection of the directive from the May 13 meeting of the Board of
Commissioners was to secure costs associated with construction of the facility. He also stated it is
common practice to direct bidders to a single contact person in order to avoid misinterpretations.
Commissioner Cooper reviewed the history of the project. He recalled the Board decision not to seek an
architectural print and the staff assignment to gather costs for the project. Commissioner Postula
concurred with Commissioner Cooper's assessment. Discussion ensued regarding the shelter project and
the procedure for approving subsequent steps.
It was moved by Commissioner Hopper, supported by Commissioner Postula, to recommend
referral of the animal shelter facility project to the Building and Grounds Committee, and then
back to the Finance Committee.
Commissioner Cooper reminded the Committee of the importance of considering future needs of the
facility as well as current needs.
On a voice vote, the motion was CARRIED.
Annex Brick Work and Screening
Controller Dolehanty reported no bids were received for the annex building brick staining and roof
screening project. Commissioner Kay suggested contacting H.J. Ware about the roof-screening project.
The Controller was instructed to secure quotes for both projects for consideration at the July meeting of
the Finance Committee.
Annex Boiler Replacement
Bids were presented for replacement of the Annex Building boiler.
It was moved by Commissioner Cooper, supported by Commissioner LaJoie, to recommend
approval of the bid from Beril Plumbing, Heating and Cooling, Inc., for replacement of the Annex
Building boiler at a cost of $13,253. On a voice vote, the motion was CARRIED.
Marine Patrol Boat
Bids were presented for the purchase of a marine patrol boat.
It was moved by Commissioner LaJoie, supported by Commissioner Postula, to recommend
approval of the bid from R&R Marine Supply for replacement of Crestliner 1850 Sportfish boat
with a Johnson motor at a cost of $19,500. On a voice vote, the motion was CARRIED with one
abstention.
Contracts and Agreements: Supplemental Animal Control Services
Controller Dolehanty presented a draft agreement with the City of Sault Sainte Marie for supplemental
animal control services through June 2003. The Committee discussed various components of the draft
agreement.
It was moved by Commissioner Cooper, supported by Commissioner Hopper, to recommend
approval of the contract for supplemental animal control services as presented. On a voice vote,
the motion was CARRIED.
Xerox Copy Machine Upgrade
Controller Dolehanty presented a proposal from Xerox to upgrade two copy machines. He noted that the
proposed upgrades were not necessary and that approval of the contract would cause Xerox to extend the
lease on the machines for an additional two years.
It was moved by Commissioner LaJoie, supported by Commissioner Cooper, to recommend the
proposal from Xerox to upgrade two copy machines not be approved. On a voice vote, the motion
was CARRIED.
U.S. Customs Department Joint Operations Reimbursement
Controller Dolehanty introduced a proposal from the U.S. Customs Department to reimburse the County
for overtime duties performed by Sheriff's Deputies. Undersheriff Tom McBryde recommended that the
County approve the Agreement.
The Committee discussed overtime tracking and the process for reimbursement from the federal
government. It was agree that this arrangement could be reviewed in September to determine the effect
on the County.
It was moved by Commissioner Hopper, supported by Commissioner Postula, to recommend
approval of the agreement between Treasury law enforcement agencies and local, county and state
law enforcement agencies for the reimbursement of expenditures as presented. 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 LaJoie, supported by Commissioner Hopper, to recommend the
approval of general fund claims totaling $239,986.06, other fund claims of $89,301.20, payroll of
$664,045.99 and health department claims of $324,010.01, vouchers 31088 through 31308 and F-1
through F-120. On a voice vote, the motion was CARRIED.
Committee Comments
There were no additional comments from committee members.
Chairperson's Comments
Chairperson Dale stated the County should not pay Rotary Club dues for the Controller as it was standing
practice not to pay membership dues for County Commissioners or the Controller. Commissioner
Cooper asked to receive a list of all membership dues paid by the County.
Adjourn
It was moved by Commissioner Cooper, supported by Commissioner LaJoie, to adjourn the
meeting. On a voice vote, the motion was CARRIED. The meeting was adjourned at 6:05 p.m.
__________________________________ __________________________________
Timothy J. Dolehanty, AICP, Recorder Rita Dale, Committee Chairperson
RESOLUTION NO. 02-15
RESOLUTION TO APPROVE
APPLICATION FOR COMMUNITY CORRECTIONS ACT FUNDS
WHEREAS, the Eastern Upper Peninsula Employment and Training Consortium consisting of the
Counties of Chippewa, Luce and Mackinac, has submitted a proposed Application for State of
Michigan Community Corrections Act funds for fiscal year 2003; and
WHEREAS, the Eastern Upper Peninsula Employment and Training Consortium Advisory Board has
recommended adoption of the application; and
WHEREAS, the Chippewa County Board of Commissioners has reviewed the Application for State of
Michigan Community Corrections Act funds for fiscal year 2003, in detail, and concurs with the
recommendation presented.
NOW, THEREFORE, BE IT RESOLVED, that the Chippewa County Board of Commissioners
approves the Application cited above for submission to the State of Michigan, and respectfully
requests that the Application be approved as presented.
A VOTE WAS TAKEN AS FOLLOWS
AYES: ________________________________________________________
NAYS: ________________________________________________________
CONTRACT FOR
SUPPLEMENTAL ANIMAL CONTROL SERVICES
The CITY OF SAULT SAINTE MARIE (CITY) and the COUNTY OF CHIPPEWA (COUNTY), agree effective
on the first day of July, 2002 as follows:
WHEREAS, the COUNTY presently supplies animal control services to all residents of the
City and County; and
WHEREAS, these services presently supplied include but are not limited to:
1. Licensing of animals.
2. Capture, shelter and disposal of animals.
3. Enforcement of State and local animal laws, ordinances and regulations.
4. Animal control officers authorized under State law to enforce animal laws, ordinances and regulations.
5. Telephone system for receipt of animal control complaints.
6. Routine patrol and surveillance.
WHEREAS, the County animal control wage and fringe services are presently allocated 50% to
areas of Chippewa County outside the boundaries of the City and 50% to areas inside the City (BASIC SERVICES); and
WHEREAS, the fiscal year 2002 COUNTY animal control budget is $92,044.00 which sums
do not reflect funds to be provided by the CITY; and
WHEREAS, the fiscal year 2002 COUNTY animal control budget is $129,400.00, which sums
do reflect funds to be provided by the CITY.
NOW, THEREFORE, BE IT RESOLVED, that the parties agree as follows:
1. The COUNTY shall not reduce the level of animal control services it provides to the areas inside the
City and shall continue those services during the term of this Agreement in the same quantity and quality
as mentioned above.
2. The COUNTY shall provide additional animal control services to areas inside the City during the term of
this agreement as follows:
a. A telephone system for animal control complaints shall be operated 24-hours per day, seven days per week.
Any automated recording shall instruct the caller that if the complaint concerns an animal inside the area
of the City that the caller should contact the City Police Department.
b. All license fees (including late payment penalties) paid for animals located inside the City shall be
separately recorded by the COUNTY. The COUNTY shall maintain separate records for all such fees. A list
of licenses issued for animals located inside the City shall be provided weekly from January to April and
monthly from May to December to the City Police Department in such form as agreed upon from time to time by
the parties. All license fee revenue paid for animals located inside the City shall be allocated to the COUNTY.
c. The COUNTY shall receive all fees paid for animal shelter and disposal.
d. Additional animal control officers shall be assigned to areas inside the City as follows:
(1) 5:30 p.m. to 9:00 p.m., Monday through Friday, inclusive (which may be seasonally adjusted).
(2) A minimum of eight (8) hours per day between the hours of 9:00 a.m. to 7:00 p.m., Saturday and Sunday.
(3) The parties agree to regularly review the hours of service to ensure the most efficient and effective coverage
will be provided. The parties may agree to modifications in schedules from time to time for any reasons of
mutual agreement.
The COUNTY may schedule the additional animal control officer with two (2) consecutive days off, Monday through Thursday,
provided this two (2) days off rotates on a weekly basis and provided the additional animal control officer works
thirty (30) hours per week inside the City limits between the hours enumerated above. Hours worked shall not be reduced
by vacation, holiday or sick leave.
e. Prosecution of court cases shall be done under either State law or City ordinance. Areas of enforcement shall
include all areas covered by both State law and City ordinances.
f. The COUNTY shall provide written reports of all animal control actions relating to areas inside the City every
month to the CITY. The report shall be in a form agreed to by the parties and shall among other things, separate
the services provided so as to show those services provided as part of the usual basic services, and those provided
as additional services under the terms of this Agreement.
g. All dead animals located inside the City shall be picked up and disposed of by the COUNTY (excluding deer).
h. All skunks trapped dead or alive inside the City shall be picked up and disposed of by the COUNTY without fee or
charge to the owner of the property. The CITY shall pay to the COUNTY $18.00 for each such service.
3. The CITY shall assist the COUNTY in carrying out its responsibilities under this Agreement as follows:
a. The CITY shall pay $2,667.00 to the COUNTY on the first day of each month. The City's cost for the agreed services
as described herein shall be paid to the County throughout the calendar year. In the event payments are delinquent,
the City shall pay monthly interest in the amount of one and one-half percent (1½%) for such amount outstanding, and
further, shall be responsible for any added costs to the County generated as a proximate result of the City's failure
to pay in a timely fashion.
b. The City Police Department and City Attorney shall consult with the COUNTY as needed to assure successful
prosecution of cases within their respective jurisdictions.
c. The City Police shall be available to respond to cases for purposes of investigation, assistance and enforcement.
4. This Agreement shall expire and terminate on June 30, 2003 or such earlier date as the parties may mutually agree, of
the earlier date of a just cause termination by either party. Just cause shall include the failure of either
party to fulfill the terms of this Agreement in a timely basis.
IN WITNESS WHEREOF, the parties have executed this Agreement with the intent that it be effective on the day and year
stated in the commencement.
IN THE PRESENCE OF CITY OF SAULT SAINTE MARIE
_______________________________ ___________________________________
By: Tony Bosbous
ITS MAYOR
IN THE PRESENCE OF CHIPPEWA COUNTY
_______________________________ ___________________________________
By: Gary McDowell
CHAIRMAN, CHIPPEWA COUNTY
BOARD OF COMMISSIONERS
AGREEMENT BETWEEN
TREASURY LAW ENFORCEMENT AGENCIES
AND
LOCAL, COUNTY, AND STATE LAW ENFORCEMENT AGENCIES
FOR THE REIMBURSEMENT OF EXPENSES
This Agreement is entered into by the U.S. Customs Service, Sault Sainte Marie, Michigan and the
County of Chippewa (a public body corporate) and the Chippewa County Sheriff for the purpose of
receiving reimbursable costs incurred by Chippewa County in providing resources to joint operations/task
forces.
Payments may be made to the extent they are included in the Treasury law enforcement agency's Fiscal
Year Plan, and the monies are available within the Treasury Forfeiture Fund to satisfy the request(s) for
reimbursable overtime expenses.
I. LIFE OF THIS AGREEMENT
This Agreement is effective on the date it is signed by both parties to this Agreement and terminates
on the last day of the current Fiscal Year. Agreements are required on a Fiscal Year basis and must
be renewed, if appropriate, by September 30 of each Fiscal Year for the following Fiscal Year.
II. AUTHORITY
This Agreement is established pursuant to the provisions of 31 USC 9703, the Treasury Forfeiture Fund Act
of 1992 which provides for the reimbursement of certain expenses of local, county and state law enforcement
agencies incurred as participants in joint operations / task forces with a Department of the Treasury law
enforcement agency.
III. PURPOSE OF THIS AGREEMENT
This Agreement establishes the procedures and responsibilities of both the U.S. Customs Service and the
Chippewa County Sheriff's Office for reimbursement of certain overtime and other expenses pursuant to
31 USC 9703.
IV. NAME OF TASK FORCE OPERATION (if applicable)
The name of this Task Force is the Contraband Enforcement / Anti-Terrorism (CEAT) Joint Task Force.
Projected Dates of Operation: June 2002 through September 2002
V. CONDITIONS AND PROCEDURES
A. Assignment of officers from the Chippewa County Sheriff's Office
To the maximum extent possible, the Chippewa County Sheriff's Office shall assign dedicated officers
to the task force.
Within ten (10) days of the effective date of this Agreement, the Chippewa County Sheriff's Office
shall provide the U.S. Customs Service with the names, titles, badge or ID numbers of the officers
assigned to the task force. Further, the Chippewa County Sheriff's Office shall provide the hourly
overtime wage rate of the officers assigned to the task force.
B. Requests for Reimbursement of Overtime
1. The Chippewa County Sheriff's Office may request reimbursement for payment of overtime expenses directly
related to work performed by its officers assigned as members of a Joint Task Force with the U.S. Customs
Service for the purpose of conducting official Treasury investigations.
2. The Chippewa County Sheriff's Office shall provide the U.S. Customs Service, within ten (10) days of the
signing of this Agreement, with the contact name, title, telephone number and address where the law enforcement
agency wants the check for reimbursement overtime costs mailed to. The Chippewa County Sheriff's Office shall
also provide the name to whom the check should be payable.
3. Invoices submitted for payment of overtime to local/county/state must be submitted on the agency's letterhead.
The invoice shall be signed by an authorized representative of that agency.
4. The Chippewa County Sheriff's Office will submit all requests for reimbursable payments, together with appropriate
documentation to the U.S. Customs Service, International Bridge Plaza, Sault Sainte Marie, Michigan 49783,
ATTN: Port Director, Devin L. Chamberlain. The Chippewa County Sheriff's Office shall also certify that requests
for reimbursement of overtime expenses have not been made to other Federal law enforcement agencies who may also
be participating with the task force.
The Chippewa County Sheriff's Office acknowledges that they remain fully responsible for their obligations as
the employer of the officers assigned to the task force and are responsible for the payment of overtime earnings,
withholdings, insurance coverage and all other requirements by law, regulation, ordinance or contract regardless
of the reimbursable overtime charges incurred.
5. All requests for reimbursement of costs incurred by the Chippewa County Sheriff's Office must be approved and
certified by the U.S. Customs Service. The Treasury law enforcement agency shall countersign the invoices for
payment.
6. The maximum reimbursement entitlement for overtime worked on behalf of Operation CEAT is set at $2,500 per officer
assigned to the task force for the Fiscal Year period. Furthermore, the Chippewa County Sheriff's Office is
entitled to a maximum of $5,000 per year.
C. Program Audit
This Agreement and its procedures are subject to audit by the U.S. Customs Service, the Department of the
Treasury - Office of Inspector General, the General Accounting Office, and other government designated auditors.
The Chippewa County Sheriff's Office agrees to permit such audits and agrees to maintain all records relating to
these transactions for a period of not less than three (3) years; and in the event of an ongoing audit, until the
audit is complete.
D. Revisions
The terms of this Agreement may be amended upon the written approval of both the Chippewa County Sheriff's Office
and the U.S. Customs Service. The revision becomes effective upon the date of approval.
E. No Private Right Created
This is an internal government agreement between a Treasury Law Enforcement Agency and a Local/County/State Law Enforcement
Agency and is not intended to confer any right or benefit to any private person or party.
COUNTY OF CHIPPEWA
WITNESSED BY:
_______________________ __________ By: __________________________
Date Jeffery L. Moran
Chippewa County Sheriff
_______________________ __________ By: __________________________
Date Gary McDowell, Chairman
County Board of Commissioners
U.S. CUSTOMS SERVICE
WITNESSED BY:
_______________________ __________ By: __________________________
Date (Customs Headquarters Office)