FINANCE, CLAIMS AND ACCOUNTS COMMITTEE
MEETING MINUTES
February 6, 2003
A regular meeting of the Chippewa County Board of Commissioners' Finance, Claims and Accounts
Committee was held on Thursday, February 6, 2003 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, Aaron Hopper, Ted Postula, and Richard
Timmer
OTHER
COMMISSIONERS PRESENT: Earl Kay, James Moore
MEMBERS ABSENT: None
OTHERS PRESENT: Tim Dolehanty, County Controller, Dave Carpenter, Finance
Director, and Joy Anderson, Friend of the Court Office Manager
Additions / Deletions to the Agenda
Chairperson Dale called for changes to the agenda.
It was moved by Commissioner Hopper, supported by Commissioner Postula, to approve the agenda as
presented. On a voice vote, the motion was CARRIED.
Correspondence and Information Items
The monthly Treasurer's Report was acknowledged.
Agenda Items: Sheriff Patrol Vehicles
Controller Tim Dolehanty reviewed proposals received for the purchase of Sheriff patrol vehicles. He
recommended acceptance of the low bid from O'Connor Chrysler - Dodge - Jeep. He reported the cost of
four (4) vehicles offered by the low bidder, as requested by the Sheriff, is $79,180. An additional $1,300 is
needed to equip each car ($5,200 total) with necessary push bars, decals, etc., bringing the total cost of this
proposal to $84,380.
It was moved by Commissioner Cooper, supported by Commissioner Postula, to recommend purchase
of three vehicles from the low bid offered by O'Connor Chrysler - Dodge - Jeep, at a cost of 19,795.00
per unit. On a voice vote, the motion was CARRIED.
Commissioner Kay suggested allowing the Controller to issue a purchase order for the vehicles ahead of
approval of the purchase at the regular Board meeting scheduled for February 18. He noted it would take
between 11 and 13 weeks to deliver the vehicles.
It was moved by Commissioner Postula, supported by Commissioner Timmer, to waive requirements
of the purchasing policy and allow the County Controller to issue a purchase order for the vehicles
prior to February 18. On a voice vote, the motion was CARRIED.
Alcalde and Fay Professional Services Agreement
Controller Dolehanty presented a draft professional services agreement from Alcalde and Fay for assistance
in securing federal funding for County projects. He reminded the Committee of the previous agreement that
expired on December 31, 2002.
Commissioner Cooper stated funding for the agreement was not included in the 2003 budget. He said the
contract should not be approved in recognition of cuts already made at the County level.
Commissioner Moore asked about the amount of money spent on this firm and about the amount of money
the County has received as a result of their work. Commissioner Kay stated $15,000 was spent for services
provided by the firm, and that the County was close to receiving approximately $500,000 for the Chippewa
County International Airport as a result of their effort.
The Committee discussed a number of projects the firm could be directed to pursue on behalf of the County.
It was moved by Commissioner Cooper to recommend that the Board not sign the professional services
agreement with Alcalde and Fay. The motion DIED for lack of support.
It was moved by Commissioner Postula, supported by Commissioner Hopper, to recommend approval
of the professional services agreement with Alcalde and Fay at a cost of $5,000 per month for a period
of three months.
Commissioner Hopper stated the contract should be terminated if there are no results after three months.
Commissioner Timmer asked if progress reports could be provided by the firm. Commissioner Kay stated he
would follow-up with Alcalde and Fay.
On a voice vote, the motion was CARRIED, 4-1.
Commissioner Cooper asked about the source of funds for this expenditure. Controller Dolehanty stated he
would work with the Finance Director to create a budget amendment for consideration at the March
committee meeting.
Friend of the Court Fiscal Correction
Joy Anderson, Friend of the Court Office Manager, appeared before the Committee to discuss a correction to
the Friend of the Court checking account used to pay out child support. She stated the shortage of $1,823.40
originated several years ago when a client was overpaid and refused to provide reimbursement. Ms.
Anderson stated the Supreme Court auditors concluded the County should credit funds to the proper account
in order to clear the deficit.
Commissioner Cooper stated the County has probably spent more than $1,823.40 researching the matter. He
suggested taking the funds from Fund 215.
It was moved by Commissioner Cooper, supported by Commissioner Hopper, to recommend a transfer
of $1,823.40 from Fund 215 to the Friend of the Court Child Support account to cover the deficit
revealed by the auditors. On a voice vote, the motion was CARRIED.
Friend of the Court Request for Part-Time Employee
Ms. Anderson reviewed a request from the Friend of the Court to replace the co-op student with a permanent
part-time employee. She stated the co-op student program was good, but a number of problems have evolved
in the past year. Ms. Anderson said the total additional cost for a permanent part-time employee would not
exceed $2,700.
Commissioner Cooper stated the co-op student program provides a beneficial work-study program for
students. He also expressed concerns that permanent part-time positions often evolve into full-time positions
with benefits.
The Committee discussed a number of program issues related to the Friend of the Court. Funding concerns
were also discussed.
It was moved by Commissioner Cooper to recommend continuing the co-op student program and to
consider the request for a permanent part-time position in 2004. The motion DIED for lack of support.
Chairperson Dale stated it would be appropriate to assign this request to the Personnel Committee.
It was moved by Commissioner Hopper, supported by Commissioner Postula, to forward the request
for a permanent part-time position in the Friend of the Court office to the Personnel Committee for
their recommendation to the Board of Commissioners. On a voice vote, the motion was CARRIED.
Commissioner Postula was excused from the meeting. Commissioner Moore was recognized as a voting
member of the Committee.
Request for Inclusion in Health Insurance Program
The Committee reviewed a request from Rudyard Township for inclusion of one employee in the County
health insurance pool.
It was moved by Commissioner Moore, supported by Commissioner Cooper, to recommend the
addition of Rudyard Township in the County health insurance pool. On a voice vote, the motion was
CARRIED.
Authorization to Sign Remonumentation Grant
Controller Dolehanty asked the Committee to consider a motion designating Board Chairman Earl Kay as the
County official authorized to sign documents related to the state remonumentation grant.
It was moved by Commissioner Hopper, supported by Commissioner Timmer, to recommend
designation of Board Chairman Earl Kay as the County official authorized to sign documents related
to the state remonumentation grant. On a voice vote, the motion was CARRIED.
Elected Official Wages
Salary concerns presented to the Personnel Committee from the County Treasurer, Clerk, and Register of
Deeds was forwarded to the Finance, Claims and Accounts Committee for consideration. Controller
Dolehanty presented a spreadsheet comparing salaries with other Michigan counties and the impact of
adjusting individual budgets to accommodate the requested salary increases.
Commissioner Kay stated the elected officers presented concerns that certain other County employees were
compensated at higher rates. He said raises were granted in the past that should not have been approved.
Commissioner Cooper said the County currently faces a budget crunch. He said the job descriptions for these
officials were not changed, and that past actions did not justify and wage increase for these positions.
Commissioner Kay reminded the Committee that the elected officials do not accrue sick or vacation days.
It was moved by Commissioner Cooper, supported by Commissioner Hopper, to recommend the
elected officials continue to be compensated at their current rate as established on the compensation
schedule. On a voice vote, the motion was CARRIED.
Establish Fund 362
Finance Director Dave Carpenter recommended that the Committee establish Fund 362 to account for 2001
City of Sault Sainte Marie water and sewer bonds. He explained this fund was necessary in order to comply
with the Uniform Budgeting and Accounting Act.
It was moved by Commissioner Hopper, supported by Commissioner Cooper, to recommend
establishing Fund 362 to account for 2001 City of Sault Sainte Marie water and sewer bonds. On a
voice vote, the motion was CARRIED.
Establish Fund 229 and Fund 363
Finance Director Dave Carpenter recommended that the Committee establish Fund 229 to account for 2000
Superior Township Improvements Maintenance Fund, and Fund 363 to account for 2000 Superior Township
Improvements Bond Reserve Fund. He explained these funds were required under the Rural Development
program agreement for this project. The Committee discussed various components of the program and the
administrative impact on the County
It was moved by Commissioner Hopper, supported by Commissioner Timmer, to recommend
establishing Fund 229 to account for 2000 Superior Township Improvements Maintenance Fund, and
Fund 363 to account for 2000 Superior Township Improvements Bond Reserve Fund. 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 Cooper, supported by Commissioner Moore, to recommend the
approval of general fund claims totaling $128,810.16, other fund claims of $265,656.27, payroll of
$513,459.31 and health department claims of $729,774.76, vouchers 32802 through 32938 and B-1
through B-125. On a voice vote, the motion was CARRIED.
Chairperson's Comments
Chairperson Dale asked about the status of the 4-H Youth Agent position in the 2003 budget. Controller
Dolehanty explained that position was not included in the budget because Michigan State University indicated
they would not fund their portion of the cost. The Committee discussed the importance of the position and
the desire to see the position restored if funding becomes available.
Adjourn
It was moved by Commissioner Hopper, supported by Commissioner Cooper, to adjourn the meeting.
On a voice vote, the motion was CARRIED. The meeting was adjourned at 6:12 p.m.
__________________________________ __________________________________
Timothy J. Dolehanty, AICP, Recorder Rita Dale, Chairperson