FINANCE, CLAIMS AND ACCOUNTS COMMITTEE
MEETING MINUTES
July 2, 2002
A regular meeting of the Chippewa County Board of Commissioners' Finance, Claims and Accounts
Committee was held on Tuesday, July 2, 2002 at the Chippewa County Courthouse in Sault Ste. Marie,
Michigan. Chairperson Dale called the meeting to order at 6:05 p.m. with a quorum present.
MEMBERS PRESENT: Rita Dale, Chairperson, Gary McDowell (ex-officio) (6:09), Aaron Hopper,
Earl Kay (ex-officio), Don Cooper, Bernard LaJoie and Ted Postula
MEMBERS ABSENT: None
OTHERS PRESENT: Tim Dolehanty, County Controller, Dave Carpenter, Finance Director, Bill Karr, Surveyor,
Rosemary Blashill, Community Health Administrator, Chris Lundquist, Health Department
Finance Director
Additions / Deletions to the Agenda
Chairperson Dale called for changes to the agenda. Hearing none, 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: Remonumentation Program
County Surveyor Bill Karr reviewed the process followed to amend the state remonumentation statute to
allow counties to issue bonds for the project. Following the Board's passage of Resolution 01-21 endorsing
the change, Karr worked with state legislators to amend the law. The governor signed the bill in late June.
Karr then presented a draft accelerated remonumentation program schedule for Chippewa County. At the
current pace, the project would not be completed for at least 20 years. The accelerated program would
accomplish all tasks in just eight years. Dedicated revenue provided by the state will be used to cover
program expenses.
The Committee discussed the benefits of the accelerated program. Pending legislation to increase funding for
the program, incorporation of geographic information system technology, and the positive financial impact on
all future land surveys performed in Chippewa County were discussed. Karr agreed to present a draft bond
proposal at a future meeting for consideration by the Board.
Health Department Business
Community Health Administrator Rosemary Blashill and Health Department Finance Director Chris
Lundquist asked the Committee to consider several health department matters. The Committee was first
asked to consider an allocation of $1,000 for a survey designed to document community assets, concerns and
needs. A number of agencies are being asked to allocate funds to offset the $6,500 cost to duplicate, fold and
mail 18,200 surveys.
It was moved by Commissioner Hopper, supported by Commissioner LaJoie, to recommend approval
of the request to allocate $1,000 for a survey designed to document community assets, concerns and
needs. On a voice vote, the motion was CARRIED, 4-1.
The Health Department received notice of funding to offset costs associated with a new bioterrorism
protection program. Funds would be allocated by the state through a federal homeland protection grant.
Chippewa County will receive $51,726 to complete the current fiscal year, with additional funds available
beginning in 2003.
Commissioner Kay reminded the Committee of the Board's policy to fund grant positions with grant dollars.
If grant funds are interrupted, the County is under no obligation to fund the program with general fund
dollars.
Blashill presented a draft position description for the Public Health Emergency Preparedness Officer. This
position would be compensated with grant funds.
It was moved by Commissioner Hopper, supported by Commissioner LaJoie, to recommend
acceptance of the $51,726 bioterrorism protection program grant and to adopt the position description
for the Public Health Emergency Preparedness Officer. On a voice vote, the motion was CARRIED.
Blashill reported on $8,500 in special funding available through the breast and cervical cancer prevention
program to offset computer equipment, client incentives, media and staff costs.
Commissioner LaJoie discussed the addition of a level one secretary at the health department for the final ten
weeks of the fiscal year, and the addition of a Nurse of the Day, Health Educator and Public Health clerical
position that were suspended earlier in the year.
It was moved by Commissioner LaJoie, supported by Commissioner Hopper, to recommend adding the
level one secretary, Nurse of the Day, Health Educator and Public Health clerical positions to the
Health Department roster. The Health Educator position will be held for a later date contingent on
clarification. On a voice vote, the motion was CARRIED.
The Committee discussed the need to hire an environmental health consultant as ordered by the Department
of Environmental Quality (DEQ) to oversee issues associated with accreditation of the onsite sewage disposal
program. The impact of the administrative order from the DEQ was also discussed.
It was moved by Commissioner Hopper, supported by Commissioner LaJoie, to recommend approval
of the $5,000 budget amendment to cover the costs of the environmental health consultant as ordered
by the DEQ. On a voice vote, the motion was CARRIED.
Blashill presented a contract to implement the Home Med system that will allow the Health Department to
monitor the health of its clients. She reviewed the benefits of the program to both the Department and its
clients.
It was moved by Commissioner LaJoie, supported by Commissioner Hopper, to recommend approval
of the contract to implement the Home Med system. On a voice vote, the motion was CARRIED.
Blashill and Lundquist asked the Committee to consider establishment of a Lead Sanitarian position to assist
in tracking accreditation issues. If approved, a current environmental health employee would be promoted to
the position at a cost of between $2,000 and $3,000. Lundquist stated the promotion would be more cost
effective than adding another person to the Department roster.
It was moved by Commissioner LaJoie, supported by Commissioner Hopper, to recommend approval
of the Lead Sanitarian position to be filled by internal promotion. On a voice vote, the motion was
CARRIED.
Joint Building Authority 2002 - 2003 Budget
Controller Dolehanty referred to the Joint Building Authority's budget request. Proposed expenditures were
increased by $200,000 to cover the cost of air conditioning and an electrical upgrade. Dolehanty reminded
the Committee of ongoing discussions to renovate the District Court. The City is scheduled to present an
alternative plan on July 17 that may affect the Joint Building Authority.
It was moved by Commissioner Hopper, supported by Commissioner Postula, table consideration of
the Joint Building Authority 2002 - 2003. On a voice vote, the motion was CARRIED.
Commissioner Postula was excused at 6:55 p.m. In his absence, Commissioner Kay was affirmed as a voting
member of the Committee.
Reorganization of the Building Inspections Department
Controller Dolehanty presented the draft budget amendment to implement Building Inspector Anthony
Bosley's request to reorganize the building inspections department. The proposal would combine two part-
time building inspector positions into one full time position. The draft budget amendment will be presented
to the Finance Committee for consideration. The proposed reorganization plan was reviewed by the
Personnel Committee.
Committee members discussed the merits of an inspector receiving compensation based on permit volume
versus paid employee status. Building inspector qualifications were also discussed.
It was moved by Commissioner LaJoie, supported by Commissioner Hopper, to recommend approval
of the Building Inspections Department reorganization plan as presented. On a voice vote, the motion
was CARRIED.
Animal Shelter Position
Commissioner Kay reported on his recent visit to the Mackinac County Animal Shelter. He stated the
Mackinac Trail property was being surveyed and soil-boring tests would be conducted to determine the most
appropriate location for construction. Kay added that Northwoods Land Surveying would develop a plan for
the building based on the information gathered.
Commissioner Cooper questioned the need for additional plans and suggested the County proceed with the
proposal submitted by McGahey Construction. Commissioner Hopper noted the McGahey proposal included
development of plans. The Committee agreed that the matter would be discussed at the July 8 Board meeting
as part of the Building, Grounds and Jail Committee report.
Kinross Township Water Well Funding Request
Committee members reviewed a funding request from Kinross Township for replacement of two wells at the
County fairgrounds. The total cost of the wells was estimated to be $8,270. Commissioner Cooper reminded
the Committee that the County provides funding to the Fair Board each year. He stated requests such as this
should be brought to the Committee through the annual budget process.
It was moved by Commissioner Cooper that the water well proposal be considered as part of the
annual budget process, and that consideration be given to providing funds for this purpose to the Fair
Board. The motion DIED for lack of support.
Committee members discussed concerns about the precedent that would be set if this request was approved.
It was moved by Commissioner Cooper, support by Commissioner Kay, to recommend denial of the
Kinross Township request for funding to offset the cost of constructing water wells. On a voice vote,
the motion was CARRIED.
Suicide Prevention Program
Commissioner LaJoie reported that the Board previously provided $2,000 for suicide prevention brochures.
He asked that the Committee consider a similar allocation.
Commissioner McDowell was excused from the meeting at 7:28 p.m.
It was moved by Commissioner Cooper to approve allocation of $2,000 for suicide prevention
brochures. Cooper RESCINDED the motion.
Cooper restated his position that requests such as this should be brought to the Committee through the annual
budget process. Those requesting the funds should also be required to appear before the Committee to
discuss their requests.
It was moved by Commissioner Kay, supported by Commissioner Cooper, to recommend denial of the
request for funding to offset the cost of printing suicide prevention brochures. On a voice vote, the
motion was CARRIED.
Link Michigan Project Matching Funds
Controller Dolehanty briefly reviewed the Link Michigan project. He stated that project administrators are
now seeking an allocation of $4,000 from each participating County. Allocation of funding would be
consistent with the Board's previous support of the grant application.
It was moved by Commissioner Hopper, supported by Commissioner Kay, to recommend allocation of
$4,000 in matching funds to support the regional Link Michigan grant. On a voice vote, the motion
was CARRIED.
Household Hazardous Waste Containment Building
Controller Dolehanty presented three proposals for a household hazardous waste collection building.
Although the quoted buildings were smaller than the one originally sought for the project, the sizes quoted
were adequate for the intended use. Funds for the purchase of the building were previously designated
through the household hazardous waste collection grant.
It was moved by Commissioner Hopper, supported by Commissioner Kay, to recommend approval of
the purchase of a household hazardous waste containment building with funds designated from the
household hazardous waste collection grant. On a voice vote, the motion was CARRIED.
Elevator Maintenance Agreement
Controller Dolehanty presented a draft elevator maintenance agreement from Otis Elevator for the annex
building unit. Otis was the only firm to respond to the County's request for proposals.
Commissioner Kay questioned the need for a maintenance agreement since maintenance is rarely needed on
the elevators. He stated it might be more cost effective to pay for the few repairs needed each year instead of
entering into the maintenance agreement.
It was moved by Commissioner Kay, supported by Commissioner LaJoie, to table consideration of the
elevator maintenance agreement. On a voice vote, the motion was CARRIED.
Equipment Storage - Sheriff Department
Controller Dolehanty presented a draft agreement with Robert and Helen Collia doing business as Frenchy's
Storage for rental of a storage unit. Undersheriff Tom McBryde requested approval of the agreement in order
to permit storage of the marine division boat. Funding for the unit would be allocated from the Marine Patrol
budget.
It was moved by Commissioner Kay, supported by Commissioner Hopper, to recommend approval of
the contract with Robert and Helen Collia doing business as Frenchy's Storage for rental of the storage
unit as presented. On a voice vote, the motion was CARRIED.
FIA Fund Budget Amendment
Finance Director Dave Carpenter reported on the need to amend the FIA Fund Budget to clear a deficit
condition reported in the County Audit. The fund was out of balance by $1,786.
Commissioner Kay inquired about the use of FIA funds and questioned why the deficit occurred. Carpenter
explained this was a State fund and the County had little information regarding expenditures allocated from
the fund.
It was moved by Commissioner Hopper, supported by Commissioner Kay, to approve the budget
amendment transferring $1,786 from the General Fund to the FIA Fund. On a voice vote, the motion
was CARRIED.
Victim Advocate Budget Amendment
Finance Director Carpenter reviewed the history of the victim advocate grant and its use by the Prosecuting
Attorney's office. A recent request from the Prosecutor to create a cost center budget for this function
resulted in a number of questions regarding funds allocated to this service. Carpenter stated the current grant
amount was not sufficient to cover the function.
Discussion ensued regarding use of general fund dollars to supplement grant positions. Commissioners
expressed concern that the Prosecutor represented the grant allocation as being sufficient to cover the cost of
providing this service.
It was moved by Commissioner LaJoie, supported by Commissioner Hopper, to send a letter to the
Prosecuting Attorney explaining that the revenue received from the victim advocate grant represents
the total sum of available funds, and that after careful research, it was determined that part of the
grant allocation was already spent and was no longer available to the program. 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 LaJoie, supported by Commissioner Hopper, to recommend the
approval of general fund claims totaling $256,000.23, other fund claims of $160,333.91, payroll of
$469,426.61 and health department claims of $339,944.46, vouchers 31309 through 31480 and G-1
through G-165. On a voice vote, the motion was CARRIED.
Collective Bargaining Strategies
It was moved by Commissioner LaJoie, supported by Commissioner Hopper, 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; Cooper - Yes; Hopper - Yes; Kay
- Yes; Dale-Yes. Motion CARRIED.
It was moved by Commissioner LaJoie, supported by Commissioner Kay, to resume the open session
meeting of the Finance, Claims and Accounts Committee. A roll call vote was taken as follows: Cooper
- Yes; Hopper - Yes; Kay - Yes; LaJoie - Yes; Dale - Yes. Motion CARRIED.
Non-Union Employee Compensation
Commissioner Hopper advised that the Personnel Committee will recommend a wage increase of three
percent and implementation of the proposed sick day and short-term / long-term disability insurance policy
for al non-union employees. The recommendation will be made at the July 8 Board meeting.
Committee Comments
There were no additional comments from committee members.
Chairperson's Comments
Chairperson Dale had no additional comments.
Adjourn
It was moved by Commissioner LaJoie, supported by Commissioner Kay, to adjourn the meeting. On
a voice vote, the motion was CARRIED. The meeting was adjourned at 8:43 p.m.
__________________________________ __________________________________
Timothy J. Dolehanty, AICP, Recorder Rita Dale, Committee Chairperson