FINANCE, CLAIMS AND ACCOUNTS COMMITTEE
MEETING MINUTES
December 5, 2002
A regular meeting of the Chippewa County Board of Commissioners' Finance, Claims and Accounts
Committee was held on Thursday, December 5, 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, Don Cooper, Bernard LaJoie, Ted Postula and Gary McDowell 5:28)
MEMBERS ABSENT: Aaron Hopper
OTHERS PRESENT: Tim Dolehanty, County Controller, Dave Carpenter, Finance Director and
Bill Karr, County Surveyor
Additions / Deletions to the Agenda
Chairperson Dale called for changes to the agenda. She noted a request for 2% gaming funds by the
Chippewa County Community Foundation would be added to the agenda.
Correspondence and Information Items
The monthly Treasurer's Report was acknowledged.
Agenda Items: Blue Cross Self-Funding Contract
Controller Tim Dolehanty reviewed proposed contracts provided by Blue Cross / Blue Shield of Michigan.
He noted the figures presented were consistent with those discussed at a previous work session.
It was moved by Commissioner Cooper, supported by Commissioner Postula, to recommend approval
of the self-funding contracts as presented by Blue Cross and Blue Shield of Michigan. On a voice vote,
the motion was CARRIED.
Elevator Maintenance Contract
Controller Dolehanty presented responses to the County's request for quotations for elevator maintenance.
It was moved by Commissioner Postula, supported by Commissioner Cooper, to recommend
acceptance the elevator maintenance agreement submitted by Schindler Elevator Corporation at a cost
of $50 per month. On a voice vote, the motion was CARRIED.
Plat Book Proposal
County Surveyor Bill Karr presented a proposal to print plat books in 2003. He presented a number of
options for consideration including a color cover, a full county road map in a pouch page, and CD-ROM
version of the plat book. Mr. Karr estimated sales of the plat book would generate between $15,000 and
$20,000 in revenue.
It was moved by Commissioner Postula to bring the plat book proposal to the regular Board meeting
scheduled for Monday, December 9 for discussion. The motion DIED for lack of support.
The Committee discussed the potential impact of the plat book project on the fiscal year 2003 budget.
Tracking of plat book revenue was also discussed.
It was moved by Commissioner Cooper, supported by Commissioner Postula, to recommend giving due
consideration to the plat book project in the fiscal year 2003 budget. On a voice vote, the motion was
CARRIED.
Community Foundation Funding
Mr. Tom Artley of the Chippewa County Community Foundation appeared before the Committee to discuss
the use of two percent funds from the Sault Tribe of Chippewa Indians to offset the cost of rent payment for
office space occupied by the Foundation. He explained the Foundation is currently operating in substandard
space and has been looking for an adequate office for some time.
Mr. Artly told the Committee about a discussion he had with Aaron Payment concerning use of two percent
funds for this purpose. He understood the Tribe is willing to provide space to the Community Foundation if
the County allowed use of two percent funds to offset the rental fee. Mr. Artly stated the total cost would not
exceed $10,000 and that the Foundation would continue to seek other accommodations.
Commissioner Cooper reviewed past decisions of the Board concerning this proposal when the request was
denied. At the time, the Board concluded the proposal was not consistent with the intended use of two
percent funds. It was the consensus of the Committee that the County needed to meet with Tribal officials to
solidify the procedure for processing requests for two percent funds.
It was moved by Commissioner McDowell, supported by Commissioner LaJoie, to recommend
approval of use of two percent funds to offset rental costs for office space to be used by the Chippewa
County Community Foundation, as requested. On a voice vote, the motion was CARRIED, 4-1.
Physical Therapy Joint Partnership Funding
Chairperson Dale asked the Committee to reconsider the decision to deny use of two percent funds for the
physical therapy joint partnership. She stated the funding would be used by the hospital and that the program
would not be limited to Tribal members.
It was moved by Commissioner McDowell to recommend approval of use of two percent funds for the
physical therapy joint partnership project. The motion DIED for lack of support.
Commissioner Postula expressed concern about how much total funding would be available to the County if
these special projects were approved. The Committee discussed various components of the Consent
Judgment that established two percent payments and the formula used to establish the total amount available
to local governments.
It was moved by Commissioner LaJoie, supported by Commissioner McDowell, to recommend
approval of use of two percent funds for the physical therapy joint partnership project. On a voice
vote, the motion was CARRIED, 3-2.
Animal Shelter Fee Schedule
Controller Dolehanty presented a draft resolution to establish the fee schedule for dog licensing and animal
shelter fees for fiscal year 2003.
It was moved by Commissioner LaJoie, supported by Commissioner Cooper, to recommend approval
of Resolution 02-26 to establish dog licensing and animal shelter fees for fiscal year 2003. On a voice
vote, the motion was CARRIED.
Proposed Building Permit Fee Schedule
Controller Dolehanty presented a draft resolution to establish the fee schedule for building permit fees for
fiscal year 2003. Chairperson Dale stated modular and mobile home fees should be the same.
It was moved by Commissioner Postula, supported by Commissioner Cooper, to recommend approval
of Resolution 02-27 to establish building permit fees for fiscal year 2003.
Commissioner Cooper stated approval of the resolution should not be construed as authorization to hire
additional employees. He added that revenue generated by the fee increase will not offset the expense of
operating the department.
On a voice vote, the motion was CARRIED.
Hours of Work
Controller Dolehanty distributed a memorandum that addressed hours of work and compensation schedule for
employees in the Information Systems Department and the Dispatch Center. He said the subject was
discussed at last week's meeting of the Computer Committee and was forwarded for further discussion at this
meeting.
The Controller stated each position was assigned an annual maximum pay figure based on seniority within
County employment when the current wage and job classification system was implemented. He explained
how this system resulted in a disparity in the hourly rate paid to employees working 40 hours per and those
who worked 35 hours per week. The Information Systems Department staff and the Senior Dispatchers
earned a lower hourly rate because they worked 40 hours each week. He added that the Information Systems
Department positions were classified as "salaried" positions, meaning the annual rate was divided into 26
equal payments distributed each pay period.
The Controller stated the proposed 2003 budget currently proposed a reduction in hours for the Information
Systems department to make their workweek consistent with the majority of employees. He said neither
employee would be penalized financially for the reduction of hours as each would continue to be
compensated at the current annual rate. However, Mr. Dolehanty said this approach would result in an hourly
rate paid to each employee that is consistent with other similarly classified employees.
Controller Dolehanty noted that continuation of the 40-hour workweek for the Information Systems
department, working on an hourly basis, would necessitate an increase to the department budget of $10,537.
He reported that the draft 2003 budget for the dispatch center included funding sufficient to cover the 40-hour
schedule for the affected dispatchers, so no further amendment would be necessary.
Commissioner Cooper said it appeared the workload was present to justify a 40-hour workweek, but funds
were not available in the proposed budget to pay for the additional hours.
It was moved by Commissioner LaJoie, supported by Commissioner Cooper, to recommend
establishing a 35-hour workweek for the Information Systems department, with the staff to be paid on
an hourly basis and overtime to be paid for hours worked in excess of 40. On a voice vote, the motion
was CARRIED.
Budget and Appropriations Resolution
Controller Dolehanty reported the Governor's Executive Order approved earlier in the day would result in a
3.5% decrease in state revenue sharing. This would mean a decrease of about $24,000 in revenue for fiscal
year 2003.
The Committee discussed several potential adjustments to the draft budget. It was agreed that another
meeting would be necessary to review the 2003 budget.
Claims and Accounts
Finance Director Carpenter reviewed the monthly claims and accounts report.
It was moved by Commissioner Cooper, supported by Commissioner LaJoie, to recommend the
approval of general fund claims totaling $164,858.24, other fund claims of $285,829.13, payroll of
$676,862.83 and health department claims of $1,487,209.81, vouchers 32395 through 32574 and L-1
through L-130. On a voice vote, the motion was CARRIED.
Committee Comments
Committee members offered no additional comments.
Chairperson's Comments
Chairperson Dale had no additional comments.
Adjourn
It was moved by Commissioner LaJoie, supported by Commissioner Postula, to adjourn the meeting.
On a voice vote, the motion was CARRIED. The meeting was adjourned at 6:29 p.m.
__________________________________ __________________________________
Timothy J. Dolehanty, AICP, Recorder Rita Dale, Chairperson