FINANCE, CLAIMS AND ACCOUNTS COMMITTEE
MEETING MINUTES
A regular meeting of the Chippewa County Board of
Commissioners’ Finance, Claims and Accounts Committee was held on Thursday,
October 9, 2003 at the Chippewa County Courthouse in Sault Ste. Marie,
Michigan. Chairperson Dale called the
meeting to order at 5:05 p.m. with a quorum present.
MEMBERS PRESENT: Rita Dale,
Chairperson, Aaron Hopper, Richard Timmer, Don Cooper and James Moore
COMMISSIONERS PRESENT: Earl Kay
MEMBERS ABSENT: Ted
Postula
OTHERS PRESENT: Tim
Dolehanty, County Controller, and Diane Cork, County Clerk
Additions / Deletions to the Agenda
Chairperson
Dale called for additions or deletions to the agenda. Hearing none, she declared the agenda
approved as presented.
Public Comments
Chairperson Dale called for pubic comments. No public comments were offered.
Agenda Items: 2004 Borrowing
Resolution
The Committee received the draft 2004 borrowing
resolution as presented by the County Treasurer. The Resolution would permit the Treasurer to
borrow sufficient monies to adequately fund the Revolving Fund, if necessary.
It was moved by Commissioner Cooper to recommend that the Board not approve Resolution 03-29 because there is no need to borrow monies for the Revolving Fund. The motion DIED for lack of support.
Commissioner Kay stated the Board typically approves
the resolution in case the need to borrow funds arises.
It was moved by
Commissioner Hopper, seconded by Commissioner Moore, to recommend approval of Resolution
03-29, the 2004 Borrowing Resolution. On
a voice vote, the motion was CARRIED, 4-1.
County Controller Tim Dolehanty explained approval of
this resolution and policy, as prepared by the County Treasurer, was required
in order to allow electronic transactions.
He explained that the policy would set forth procedures for utilizing
services of an Automated Clearing House (ACH), which refers to a national and
governmental organization that has authority to process electronic payments
under State law. Mr. Dolehanty said
electronic transactions have become commonplace among many service providers.
It was moved
by Commissioner Cooper, seconded by Commissioner Timmer, to recommend approval
of Resolution 03-28 for ACH and Electronic Transactions, and the ACH and
Electronic Transactions policy, as presented.
On a voice vote, the motion was CARRIED.
Volunteer
Insurance Service
Mr. Dolehanty presented proposals for insuring those
who volunteer services to the County and those participating in work release
programs. The Committee discussed the importance of these insurance policies.
It was moved by Commissioner Cooper, seconded by Commissioner Moore, to recommend approval of the volunteer insurance service policies as presented. On a voice vote, the motion was CARRIED.
The Committee reviewed the proposed Fiscal Year 2004
Title IV-D Cooperative Reimbursement Contract provided by the Prosecuting
Attorney. It was noted that the revenue
generated through the contract was included in the proposed budget for 2004.
It was moved by Commissioner Timmer, seconded by Commissioner Hopper, to recommend approval of the Fiscal Year 2004 Title IV-D Cooperative Reimbursement Contract as presented. On a voice vote, the motion was CARRIED.
Medical Support Enforcement Contract
The Committee reviewed the proposed Medical Support Enforcement contract provided by the Friend of the Court. It was noted that this was a new program to be initiated by the Friend of the Court, and that the revenue generated through the contract was included in the proposed budget for 2004.
It was moved by Commissioner
Cooper, seconded by Commissioner Hopper,
to recommend approval of the Medical Support Enforcement Agreement as
presented. On a voice vote, the motion
was CARRIED.
Two
Percent Fund Request for Home Care Services
The Committee reviewed a $30,000 two percent funding request to provide
certified home care services through the Health Department. If approved, these services would be provided
to tribal members who have no insurance or other options covering home care.
It was noted that the application period for two percent funding
requests expires on March 31 and September 30 each year. Since this project would not be considered
until March, 2004, it was agreed that the application should be considered by
the Board of Health before it is presented to the Board of Commissioners.
Two Percent Fund Request for
Dispute Resolution Center
The Committee reviewed a $3,000 two percent funding request from the
E.U.P. Community Dispute Resolution Center to provide mediation and
facilitation of disputes. The Center
provides services to citizens throughout the eastern Upper Peninsula.
It was moved by Commissioner
Cooper, seconded by Commissioner Hopper, to recommend approval of the $3,000 two percent funding request from the
E.U.P. Community Dispute Resolution Center as presented. On a voice vote, the motion was CARRIED.
Commissioner Timmer asked that the Controller
investigate how other counties address the two percent funding issue.
Mr. Dolehanty presented the detailed annual child
care fund budget for 2004, as provided by the Family Division of the 50th
Circuit Court. He stated it would be
appropriate to approve this document simultaneously with the 2004 budget at the
next Board of Commissioners meeting.
It was moved
by Commissioner Moore, seconded by Commissioner Cooper, to recommend approval
of the 2004 Child Care Fund budget as presented. On a voice vote, the motion was CARRIED.
Mr. Dolehanty presented a proposal to purchase a new
fund accounting software package. He
noted shortcomings in the software purchased nine years ago as reported by the
Finance Director and County Clerk. Mr.
Dolehanty stated the new software would permit more efficient use of time and
more flexibility when working with other software applications. He referred to the budget amendment proposed
by the Finance Director to cover the cost of the software.
Commissioner Kay said requests such as this should
be budgeted in advance, and that any funds remaining in the 2003 budget should
be used to offset other budgeted expenses.
Commissioner Hopper voiced agreement with Commissioner Kay.
Commissioner Cooper noted the limitations of the
current software have been discussed for some time. He added that the proposed budget amendment
would allocate unused funds to the purchase of the software. Commissioner Moore discussed the annual
support fee and the need to budget that amount in future budgets.
It was moved
by Commissioner Hopper to table discussion of the software purchase to a future
meeting when the Finance Director is present.
The motion DIED for lack of support.
Chairperson Dale stated her preference to see the
proposal included the 2004 budget.
Diane Cork, County Clerk, discussed features in the
proposed software package that would allow more accurate accounting of funds
received in her office. She added that
the limitations of the current software package are costing money. Ms. Cork said she supports the proposal as
presented by the Finance Director.
Commissioner Kay said he was appalled that the
request was not included in the 2004 budget proposal. Chairperson Dale observed that software
upgrades are needed in many departments.
Commissioner Cooper noted that the purchase price of
the software would be recouped in just five years. Commissioner Timmer said it was important to
covert data in the most cost-effective manner. That would mean having the
software in place by January 1, 2004.
It was moved
by Commissioner Cooper, seconded by Commissioner Moore, to recommend purchase
of the fund accounting software package as presented. On a voice vote, the motion FAILED, 2-3.
Commissioner Kay reviewed a series of fee amendments
as recommended by the Board of Health.
He discussed how the sliding scale applied to many of the fees was tied
to the income level of the service recipient. The Committee also discussed the
campground fees proposed for implementation.
It was moved by Commissioner Hopper, seconded by Commissioner Timmer,
to forward consideration of the proposed fee schedule to the October 13 board
meeting. On a voice vote, the motion was
CARRIED.
Mr. Dolehanty reviewed the monthly claims and accounts report.
It was moved by Commissioner Timmer, seconded by Commissioner Hopper, to recommend the approval of general fund claims totaling $168,232.11, other fund claims of $95,351.84, payroll of $524,221.09 and health department claims of $352,720.21, for total claims of $1,140,525.25, vouchers 34241 through 34517 and J-1 through J-207. On a voice vote, the motion was CARRIED.
Committee Comments
There were no additional comments from the Committee members.
Chairperson Dale had no additional comments.
Adjourn
It was moved
by Commissioner Moore, seconded by Commissioner Hopper, to adjourn the
meeting. On a voice vote, the motion was
CARRIED.
Chairperson Dale declared the meeting adjourned at
6:25 p.m.
__________________________________ __________________________________
Timothy J.
Dolehanty, AICP, Recorder Rita
Dale, Committee Chairperson