FINANCE, CLAIMS AND ACCOUNTS COMMITTEE
MEETING MINUTES
April 10, 2003
A regular meeting of the Chippewa County Board of Commissioners' Finance, Claims and Accounts
Committee was held on Thursday, April 10, 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, Chairperson, Aaron Hopper, Ted Postula, Don Cooper
and Richard Timmer
OTHER
COMMISSIONERS PRESENT: Earl Kay, James Moore
OTHERS PRESENT: Tim Dolehanty, County Controller, Dave Carpenter, Finance
Director, Phil Wolfe, Anderson, Tackman & Company, Tom
Farnquist, Great Lakes Shipwreck Museum, Brian Peppler,
Prosecuting Attorney, and Tim McKee, OES/E-9-1-1 Director
Additions / Deletions to the Agenda
Chairperson Dale called for additions or deletions to the agenda. Hearing none, the agenda was declared
approved as amended.
Public Comments
Chairperson Dale called for pubic comments. No public comments were offered.
Agenda Items: Consideration of Audit
Auditor Phil Wolfe presented and reviewed documents included in the annual audit report and explained the
purpose of each. He also presented and reviewed a number of graphs and his Report to Management.
Commissioner Cooper pointed out recurring reports concerning the methods in which fixed assets are
reported and documented.
The Committee discussed issues concerning the fixed assets inventory with Mr. Wolfe. It was agreed that
fixed assets with a value of $5,000 and higher should be included in the inventory. The Committee agreed to
set a target date of June 30 for development of a spreadsheet to present the fixed assets inventory in a manner
consistent with the requirements of the auditor.
Mr. Wolfe briefly discussed changes to the audit report that will be implemented to comply with the
requirements adopted by the Government Accounting Standards Board (GASB). The independent auditor's
opinion was also reviewed.
It was moved by Commissioner Hopper, supported by Commissioner Timmer, to recommend approval
of the fiscal year 2002 audit as presented. On a voice vote, the motion was CARRIED.
It was moved by Commissioner Cooper, supported by Commissioner Postula, to recommend placing a
copy of the approved audit on file with the Bayliss Public Library and to have the document posted to
the County Web page. On a voice vote, the motion was CARRIED.
Shipwreck Museum Grant Request
Commissioner Hopper reported the Great Lakes Shipwreck Historical Society (GLSHS) is seeking Federal
grant assistance for projects associated with the Human Use / Natural Resource Management Plan for
Whitefish Point. He then introduced Tom Farnquist of the GLSHS who offered a brief overview of the Plan.
Mr. Farnquist asked that the Committee consider a resolution supporting the efforts of the County's Federal
legislative delegation to secure funds for Plan implementation. He noted the plan was endorsed by the
GLSHS, the Michigan Audubon Society / Whitefish Point Bird Observatory, and the U.S. Fish and Wildlife
Service / Seney National Wildlife Refuge.
Chairperson Dale asked that Mr. Farnquist provide documentation to show approval of the three
organizations. Commissioner Cooper asked about the position Whitefish Township has taken regarding this
grant request. Mr. Farnquist reported the matter was being addressed with the Township Board that evening.
Commissioner Timmer confirmed that the draft resolution encourages legislators to seek funding, and that the
Plan has been officially accepted. Commissioner Kay stated he heard a presentation on the Plan at a recent
meeting of the Road Commission, and that he viewed the Plan favorably.
It was moved by Commissioner Hopper, supported by Commissioner Postula, to recommend approval
of Resolution Number 03-10 to support legislative efforts to seek congressional appropriation for
implementation of the Human Use / Natural Resource Management Plan for Whitefish Point. On a
voice vote, the motion was CARRIED.
Senior Meal Program
Commissioner Hopper informed the Committee that the Upper Peninsula Commission for Area Progress
(UPCAP) Board recently elected to refund a portion of dues collected from member counties. For Chippewa
County, he estimated the refund to be $1,300. Commissioner Hopper suggested $500 of the refunded amount
should be allocated to the senior meals program.
The Committee discussed Commissioner Hopper's suggestion and the current funding allocation for the
senior meals program. Chairperson Dale stated reallocation of funds to another program that provides
assistance to senior citizens would be a show of good faith.
It was moved by Commissioner Hopper, supported by Commissioner Postula, to recommend allocating
$500 from the UPCAP refund to the senior meals program cost center of the general fund. On a voice
vote, the motion was CARRIED.
Request for Overtime Allocations
Prosecuting Attorney Brian Peppler appeared before the Committee to request authorization to assign
additional hours to his clerical staff while an office secretary was on maternity leave. He stated it was
impractical to hire a temporary person to fill the position because of training needs. The Committee
discussed the potential fiscal impact of the requests and directed the County Controller to prepare an analysis
for the April 14 Board meeting.
It was moved by Commissioner Hopper, supported by Commissioner Cooper, to recommend that the
Board of Commissioners consider the overtime request of the Prosecuting Attorney at the April 14
meeting, contingent on funding availability. On a voice vote, the motion was CARRIED.
4-H Vista Volunteer Proposal
The Committee reviewed a proposal submitted by MSU Extension Director Jim Lucas to apply for a new 4-H
VISTA project. County Controller Tim Dolehanty referred to another memorandum from Mr. Lucas that was
prepared earlier in the day. In that document, Mr. Lucas suggested spreading the cost of the program over
two budget years. After a brief discussion, it was the consensus of the Committee to postpone action on this
request pending further discussion with Mr. Lucas.
Proposed Snowmobile Purchase
The Committee reviewed a memorandum from Sheriff Moran requesting authorization to purchase a
snowmobile owned by Whitefish Township at a cost of $1.00. It was noted that the machine was purchased
by the Township in 1995 and has less than 4,000 mile of use.
It was moved by Commissioner Postula, supported by Commissioner Hopper, to recommend approval
of the proposed snowmobile purchase at a cost not to exceed $1.00, as presented. On a voice vote, the
motion was CARRIED.
Draft Emergency Management Resolution
Commissioner Timmer presented a proposed emergency management resolution recently considered by the
Legislative and Natural Resources Committee. OES/E-9-1-1 Director Tim McKee reviewed the draft
resolution proposed to replace Resolution 1994-19 and incorporated measures recently adopted by the state
legislature. Mr. McKee stated he had not had an opportunity to review the two resolutions to highlight
changes as requested by the Legislative and Natural Resources Committee. The Committee agreed to refer
the matter to the Legislative and Natural Resources Committee for a recommendation after Mr. McKee
documents the changes.
Draft District Court Security Plan
Commissioner Timmer stated the Legislative and Natural Resources Committee considered the District Court
Security Plan at its meeting and suggested this Committee review the document. Mr. McKee reported that
Judge MacDonald was scheduled to sign the Plan before the April 14 Board meeting.
It was moved by Commissioner Timmer, supported by Commissioner Postula, to recommend approval
of the District Court Security Plan as presented. On a voice vote, the motion was CARRIED.
Personal Protection Equipment Purchase
Mr. McKee presented a list of items proposed for purchase under the Domestic Preparedness Equipment
Grant approved by the Board. He explained the grant allowed for the purchase of up to $38,611 worth of
equipment. The list presented by Mr. McKee totaled $38,610.96.
It was moved by Commissioner Hopper, supported by Commissioner Timmer, to recommend approval
of the equipment purchase under the Domestic Preparedness Equipment Grant, as presented. On a
voice vote, the motion was CARRIED.
Tower Lease
Mr. McKee reported that a number of Federal agencies recently inquired about placing a whip antenna on a
tower owned by the County. He suggested charging a rate of $2.00 per linear foot, consistent with charges
assessed against other users. The Committee agreed to postpone further consideration until a draft lease is
presented.
U.S. Customs Service Agreement
The Committee reviewed a proposal to continue an agreement with the U.S. Customs Service for
reimbursement of certain overtime and other expenses related to the Contraband Enforcement / Anti-
Terrorism Joint Task Force.
It was moved by Commissioner Cooper, supported by Commissioner Hopper, to recommend approval
of the agreement between Treasury Law Enforcement Agencies and Chippewa County as presented.
On a voice vote, the motion was CARRIED.
Integrity Audit Group
Controller Dolehanty presented a proposal from Integrity Audit Group to review County telephone bills in
search of refundable overcharges. Under the agreement, Integrity would be entitled to half of the refunded
amount and half of any savings realized by the County for a 24-month period. The Committee discussed the
typical monthly telephone charges and the potential for recovering overcharges.
It was moved by Commissioner Cooper, supported by Commissioner Postula, to recommend against
entering into an agreement with Integrity Audit Group. On a voice vote, the motion was CARRIED.
Xerox Maintenance Agreement
Controller Dolehanty presented a proposed maintenance agreement with Xerox for copy machines located in
the Courthouse and Annex buildings. He stated this is an annual agreement necessary for these copier units.
It was moved by Commissioner Cooper, supported by Commissioner Postula, to recommend approval
of the annual maintenance agreement with Xerox as presented. On a voice vote, the motion was
CARRIED.
Additional Blue Cross Suffixes
Controller Dolehanty presented requests from the Chippewa-Luce-Mackinac Community Action Agency and
the Hiawatha Behavioral Mental Health Authority to join the County health insurance pool. Mr. Dolehanty
then presented a message received from Blue Cross just before the start of the meeting concerning the
participation of these groups. He said it now appeared that there might be additional restrictions on groups
joining the pool.
Commissioner Kay suggested the Committee consider charging an administrative fee to cover the cost of
managing the pool. Finance Director Dave Carpenter noted there might be more work involved in managing
the pool than was first realized.
The Committee asked the Controller to contact Blue Cross to determine whether these groups could be added
to the pool and to report his findings to the Board on April 14.
Temporary Staffing Arrangements
Controller Dolehanty reviewed the current Information Systems staffing situation with the Committee. He
stated the recruitment process to fill the Operations Analyst vacancy was underway. Mr. Dolehanty proposed
that Dave Pietrangelo, information systems manager for the Health Department, be permitted to work ten
hours each week in the Information Systems department until the position is filled. He said Mr. Pietrangelo would assist in designing work plans, completing a review of current hardware/software needs, and
developing schematics related to the wiring and design of the buildings during this interim period. Mr.
Pietrangelo would also assist in the orientation of the new operations analyst.
It was moved by Commissioner Cooper, supported by Commissioner Hopper, to recommend approval
of the proposal to allow Mr. Pietrangelo to work up to ten hours each week in the Information Systems
department until a new operations analyst begins work. Funding for the additional hours is to be
taken from the salaries line item of the Information Systems department budget. On a voice vote, the
motion was CARRIED.
Request for Quotations - Personal Computers
A specification sheet for personal computers was presented to the Committee. Controller Dolehanty asked
the committee to authorize release of a request for quotations using the specifications.
It was moved by Commissioner Hopper, supported by Commissioner Postula, to recommend the
release of a request for quotations for personal computers. On a voice vote, the motion was CARRIED.
Temporary Animal Shelter Relocation
Controller Dolehanty reported on the temporary relocation of the animal shelter to Kinross. The move was
made at the request of the owner of the Spruce Street building. Mr. Dolehanty stated the move would not
result in additional rental payments and was made with minimal disruption.
Dog Run Proposal
Controller Dolehanty reported on a proposal to donate construction of dog runs at the new animal shelter as
offered by Mr. Jim Kirkpatrick. Mr. Dolehanty stated he had little knowledge of the proposal. The
Committee suggested contacting Mr. Kirkpatrick and asking him to present his plan to the Board for
approval.
Deferred Compensation Loan Program
Controller Dolehanty stated Chippewa County participates in voluntary deferred compensation programs in
which employees may automatically set aside a portion of their paychecks for retirement. He stated
legislative changes recently took effect allowing those who contribute to such plans to borrow from their
accounts before retirement. However, in order to allow employees to participate in the loan program, the plan
administrator requires the County to allow direct deduction of loan payments from its bank account. The
deductions would then be reflected in the employee paychecks.
The Committee discussed the program and agreed it would be appropriate to participate.
It was moved by Commissioner Postula, supported by Commissioner Timmer, to recommend approval
of County participation in the deferred compensation loan program and to authorize the automatic
deduction of the loan payments. On a voice vote, the motion was CARRIED.
P.E.O.P.L.E. Check-off
The Committee reviewed a request from the American Federation of State, County and Municipal Employees
to allow automatic payroll deductions from employees who elect to contribute to the National P.E.O.P.L.E.
Committee, a political action group.
It was moved by Commissioner Postula, supported by Commissioner Cooper, to recommend approval
of automatic payroll deductions from employees who elect to contribute to the National P.E.O.P.L.E.
Committee. On a voice vote, the motion was CARRIED.
Chippewa County Historical Society 2% Funding Request
Controller Dolehanty reported that the Chippewa County Historical Society recently made application to the
Sault Ste. Marie Tribe of Chippewa Indians for 2% funds to be used for the professional preservation of
certain works of art. The County was asked to support this request in order to make the project eligible to
receive these funds.
It was moved by Commissioner Cooper, supported by Commissioner Hopper, to support the Chippewa
County Historical Society request for 2% funds to be used for the professional preservation of certain
works of art. On a voice vote, the motion was CARRIED.
MSU Extension Request for 2% Funds
Controller Dolehanty reported that MSU Extension recently made application to the Sault Ste. Marie Tribe of
Chippewa Indians for 2% funds to be used for publication and distribution of the document, "A Bright
Beginning for School Success." The County was asked to support this request in order to make the project
eligible to receive these funds.
It was moved by Commissioner Cooper, supported by Commissioner Hopper, to support the MSU
Extension request for 2% funds to be used for publication and distribution of the document, "A Bright
Beginning for School Success." 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 Postula, supported by Commissioner Hopper, to recommend the
approval of general fund claims totaling $184,054.94, other fund claims of $266,379.22, payroll of
$510,521.02 and health department claims of $321,139.44, Superior Township Water Project claims of
$2,707.35, vouchers 33061 through 33309 and D-1 through D-174. On a voice vote, the motion was
CARRIED.
Committee Comments
Commissioner Kay reported on an Attorney General Opinion wherein it was determined that the offices of
County Commissioner and Concealed Weapons Board member are incompatible. In light of this decision,
Mr. Kay stated it would be necessary to advertise a vacancy on the Concealed Weapons Board.
Commissioner Cooper stated he discussed the hiring of a part time maintenance attendee with the head
maintenance attendee. He said current staff recommended an individual for the position.
It was moved by Commissioner Cooper, supported by Chairperson Dale, to interview applicant John
Leigh for the part time maintenance attendee position.
Controller Dolehanty stated all 26 applicants for the position were ranked based on their stated qualifications
for the position. He stated Mr. Leigh's qualifications did not score among the top four that were chosen for
interviews.
Chairperson Dale stated she supported the motion because sometimes a group will work better with someone
they know and would like to work with. She added that granting an interview would be a show of good faith
to County employees.
Commissioner Timmer stated the County should adhere to its recruitment process.
Chairperson Dale stated this was a difficult situation and that she was sensitive to the preferences of the
present staff.
Chairperson Dale withdrew support of the motion and the motion DIED for lack of support.
Chairperson's Comments
Chairperson Dale had no additional comments.
Adjourn
Chairperson Dale declared the meeting adjourned at 7:01 p.m.
__________________________________ __________________________________
Timothy J. Dolehanty, AICP, Recorder Rita Dale, Committee Chairperson
Minutes of a regular meeting of the Chippewa County Board of Commissioners, held at the Chippewa County
Courthouse, 319 Court St., Sault Ste. Marie, Michigan on the fourteenth day of April, 2003 at 7:00 p.m.
PRESENT: _________________________________________________________
ABSENT: _________________________________________________________
The following preamble and resolution was offered by Commissioner __________________ and supported
by Commissioner _______________.
RESOLUTION NO. 03-10
RESOLUTION TO SUPPORT LEGISLATIVE EFFORTS TO SEEK
CONGRESSIONAL APPROPRIATION FOR IMPLEMENTATION OF THE
HUMAN USE / NATURAL RESOURCE MANAGEMENT PLAN
FOR WHITEFISH POINT
WHEREAS, Chippewa County has a rich and historic cultural background; and
WHEREAS, the County is interested in a health economic environment for its citizens; and
WHEREAS, one of the industries employing the greatest number of people in Chippewa County is tourism;
and
WHEREAS, the Great Lakes Shipwreck Historical Society has contributed greatly to the success of the
tourism industry in the Upper Peninsula and Chippewa County area since 1985, with the Great Lakes
Shipwreck Museum at Whitefish Point recording 87,500 paid admissions in 2002; and
WHEREAS, tourism activity at Whitefish Point clearly plays a role in the economic health of Chippewa
County; and
WHEREAS, the Great Lakes Shipwreck Historical Society, Michigan Audubon Society, and the U.S. Fish
and Wildlife Service, as the resident stakeholders of property at Whitefish Point, have recently
completed and signed the Whitefish Point Human Use / Natural Resource Management Plan; and
WHEREAS, the Great Lakes Shipwreck Historical Society now has an opportunity to spearhead an
appropriation from the United States Congress to implement said Whitefish Point Human Use /
Natural Resource Management Plan, on behalf of the three stakeholders, to benefit all visitors at
Whitefish Point; and
WHEREAS, said appropriation would fund measures to ensure habitat protection, bird migration, historical
preservation, and educational interpretation for visitors as outlined in said management plan.
NOW, THEREFORE, BE IT RESOLVED, that the Chippewa County Board of Commissioners lends its
official support and endorsement of the effort to seek the above Congressional appropriation for the
above purpose, and urges the United States Congress to act favorably such that the Whitefish Point
Human Use / Natural Resource Management Plan may be implemented soon, that tourism activity in
the Chippewa County area may be thus further strengthened, and yet may flourish, in these times of
economic challenge.
A VOTE WAS TAKEN AS FOLLOWS:
AYES: _________________________________________________________
NAYS: _________________________________________________________
RESOLUTION DECLARED ADOPTED.
____________________________________________________________
Earl Kay, Chairman, Chippewa County Board of Commissioners
____________________________________________________________
Diane S. Cork, County Clerk
STATE OF MICHIGAN )
) ss.
COUNTY OF CHIPPEWA )
I hereby certify that the foregoing is a true and complete copy of the resolution adopted by the County Board
of Commissioners of Chippewa County at a regular meeting held on the date first stated above, and I further
certify that public notice of such meeting was given as provided by law.
____________________________________________________________
Diane S. Cork, County Clerk