FINANCE, CLAIMS AND ACCOUNTS COMMITTEE
MEETING MINUTES
June 5, 2003
A regular meeting of the Chippewa County Board of Commissioners' Finance, Claims and Accounts
Committee was held on Thursday, June 5, 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, Richard Timmer,
Don Cooper and James Moore
OTHER
COMMISSIONERS PRESENT: Earl Kay
MEMBERS ABSENT: Ted Postula
OTHERS PRESENT: Tim Dolehanty, County Controller, Dave Carpenter, Finance
Director, Tim McKee, OES/E-9-1-1 Director, Elizabeth Church,
Chief Public Defender, Jeff Moran, Sheriff, Sharon Kennedy,
Register of Deeds, Mayor Tony Bosbous, City of Sault Ste. Marie,
and Spencer Nebel, City Manager
Additions / Deletions to the Agenda
Chairperson Dale called for additions or deletions to the agenda. None were offered.
It was moved by Commissioner Timmer, seconded by Commissioner Hopper, to approve the agenda as
presented. On a voice vote, the motion was CARRIED.
Public Comments
Chairperson Dale called for pubic comments. No public comments were offered.
Agenda Items: Technology Fund Budget
Register of Deeds Sharon Kennedy appeared before the Committee to seek approval of a proposed
expenditure budget for the new Register of Deeds Automation Fund, pursuant to State law. Ms. Kennedy
provided the Committee with a line-item budget totaling $43,000. She stated the approved budget was
required to be on file with the State Treasurer by the end of June.
It was moved by Commissioner Cooper, supported by Commissioner Hopper, to recommend approval
of the Register of Deeds Automation Fund as presented. On a voice vote, the motion was CARRIED.
Joint Building Authority Business: Status Report
Controller Tim Dolehanty briefly updated the Committee on the status of the Joint Building Authority (JBA).
He referred to a memorandum from the County Prosecuting Attorney that addressed the JBA Articles of
Incorporation. In the opinion of the Prosecutor, the Article of Incorporation will remain in effect until they
are set to expire by the terms of those Articles on the fiftieth anniversary, which is July 6, 2003.
Electrical Upgrade and Air Conditioning
Sault Ste. Marie Mayor Tony Bosbous and City Manager Spencer Nebel met with the Committee to discuss
an electrical upgrade and air conditioning in the City-County building. Mr. Nebel noted the JBA contracted
for plans and specifications for these projects. He proceeded to describe the proposed air conditioning units.
Mr. Nebel stated the City is prepared to air condition its offices even if the County chooses not to air-
condition the rooms it occupies. He added that the electrical upgrade should occur regardless of the decisions
on air conditioning, and that the project should be commenced as soon as possible. Mr. Nebel asked the
Committee to support utilizing the JBA fund balance to accomplish the electrical upgrade. He estimated the
cost of the upgrade to be $80,597 and the cost to air condition the entire building to be $186,211.
Commissioner Kay said the electrical upgrade should occur for safety reasons. The Committee discussed the
electrical upgrade and options for air conditioning.
It was moved by Commissioner Hopper, seconded by Commissioner Timmer, to recommend approval
of utilizing the JBA fund balance to pay for the electrical upgrade at the City-County building. On a
voice vote, the motion was CARRIED.
Mr. Nebel stated the City would seek bids for air conditioning City offices and an alternate bid for air
conditioning County offices.
State-Case Attorney Agreement
Chief Public Defender Elizabeth Church presented a proposal to establish a part-time position in her office to
handle state prisoner cases. She explained that the State Department of Corrections submits about 100 cases
each year prosecution. Ms. Church told the Committee the State pays $70 per hour up to $10,000 per case, as
required by State law.
In recognition of hours currently dedicated to state prisoner cases, Ms Church suggested it would be more
efficient to assign these cases to a permanent part-time attorney. She offered a cost breakdown for the
proposal, noting that there would be no impact on the County general fund.
The Committee discussed the part-time attorney proposal. Commissioner Hopper suggested meeting with
Ms. Church in the future to evaluate the effectiveness of the new position. It was agreed that Ms. Church
would return in three months to provide a progress report.
It was moved by Commissioner Moore, seconded by Commissioner Timmer, to recommend approval
of the part-time attorney position in the Public Defender's office to handle state prisoner cases. On a
voice vote, the motion was CARRIED, 4-1.
Implementation of Revised Health Insurance Coverage
Mr. Dolehanty reported that the three AFSCME local 1552 units have agreed to the revised health insurance
coverage proposal submitted in April. He stated the revised coverage could now be implemented for all but
six employees in the POLC Dispatchers bargaining unit. Mr. Dolehanty reviewed a document explaining the changes
along with anticipated savings of more than $94,000. He suggested implementing the change in mid
July.
Commissioner Cooper observed that the overall savings to the County totaled less than one percent of the
total cost for health insurance. He stated this change should be considered the beginning of many
adjustments.
It was moved by Commissioner Cooper, seconded by Commissioner Hopper, to recommend approval
of the changes in health insurance coverage as presented. On a voice vote, the motion was CARRIED.
Ross-Hokola Drainage District Herbicide Application
In the absence of the Drain Commissioner, Mr. Dolehanty explained the necessary herbicide application has
not occurred for about five years. He told the Committee the project was handled by the USDA in the past,
but the individual in charge of the program has since retired. To complicate matters further, the Drain
Commissioner was on extended medical leave for most of the spring season. In consideration of these
factors, Mr. Dolehanty asked the Committee to consider suspension of the normal bidding process in order to
allow application of the herbicide by the end of June.
The Committee discussed the herbicide application project. It was noted that the Board passed a resolution
several years ago banning use of Agent Orange in county projects.
It was moved by Commissioner Cooper, seconded by Commissioner Hopper, to recommend suspension
of the bidding rules for the herbicide application project, and that the herbicide utilized be consistent
with the Board resolution concerning Agent Orange. On a voice vote, the motion was CARRIED.
Supplemental Animal Control Services Agreement
Mr. Dolehanty informed the Committee that the Supplemental Animal Control Services Agreement with the
City of Sault Ste. Marie would expire on June 30. He presented a revised agreement that included increased
fees for the services provided by the County. A cost justification analysis was presented showing the County
is asking only to recover expenses for providing the supplemental services.
It was moved by Commissioner Hopper, seconded by Commissioner Timmer, to recommend that the
County Controller be directed to negotiate an agreement with the City for supplemental animal control
services. On a voice vote, the motion was CARRIED.
Alcade and Fay Agreement
Commissioner Kay told the Committee that he believed the County was in line for additional allocations from
the Federal government because of the efforts of Alcade and Fay. He stated the County would be remiss if
the contract for services from the firm was not extended for another six months. Commissioner Kay reported
he is asking other agencies such as the EDC to contribute to the monthly cost of the agreement.
Commissioner Cooper stated his objections to the Alcade and Fay agreement.
It was moved by Commissioner Cooper, seconded by Commissioner Hopper, to recommend not
renewing the Alcade and Fay agreement. On a voice vote, the motion FAILED, 2-3.
It was moved by Commissioner Timmer, seconded by Commissioner Moore, to recommend renewing
the Alcade and Fay agreement. On a voice vote, the motion CARRIED, 3-2.
Corrections Facility Budget Amendment
Controller Dolehanty presented a draft budget amendment for the Corrections Facility cost center. He stated
expenses were anticipated to increase by $42,450 because of the addition of inmates from the Customs
Service. Revenue to offset these expenses would come from the daily incarceration fee collected from the
Federal Government.
In response to questions from the Committee, Sheriff Jeff Moran reported the County now houses 21 inmates
for the Customs Service. He stated he did not anticipate accepting additional Federal inmates at this time.
Sheriff Moran also discussed alternatives to incarceration including work release and the tether program.
It was moved by Commissioner Hopper, seconded by Commissioner Moore, to recommend approval of
the Corrections Facility budget amendment as presented. On a voice vote, the motion was CARRIED.
Jail Surveillance System
Sheriff Moran reported on the recent failure of a VCR in the jail surveillance system. He stated it would cost
approximately $1,138 to replace the VCR. Instead of replacing the VCR, the Sheriff suggested consideration
be given to purchasing a new digital surveillance system at a cost of $20,263. He explained how the digital
system is superior to the analog system currently in use.
Commissioner Cooper stated rough estimates he received for a digital system ranged from $12,000 to
$14,000. He noted a motion detector could be installed to save wear and tear on the equipment. He also
suggested that the project be included in the 2004 budget.
Sheriff Moran said replacement of the VCR unit is an immediate concern. He stated he did not want to
purchase an analog unit if the system was to be converted to digital in a few months. Commissioner Cooper
suggested the Sheriff should explore several options and bring the results of his research to a meeting of the
Building and Grounds Committee for consideration.
It was moved by Commissioner Timmer, seconded by Commissioner Moore, to recommend approval
of the purchase of a VCR unit as a stop-gap measure and to seek competitive bids for a digital
surveillance system for consideration in the 2004 budget. On a voice vote, the motion was CARRIED.
Radio Equipment Purchase
OES/E-9-1-1 Director Tim McKee presented a request to purchase 100 pagers for use by fire department
personnel in Raber Township, Detour and Drummond Island, and for ambulance corps in Detour and
Drummond Island. He explained how this purchase would bring to conclusion a process begun two years ago
to equip first responders with dependable radio equipment.
Mr. McKee asked that the Committee concur with the recommendation of the OES/E-9-1-1 Board to
purchase the pagers from El-Com Communication at a cost not to exceed $33,280.
It was moved by Commissioner Timmer, seconded by Commissioner Hopper, to support the
recommendation of the OES/E-9-1-1 Board to purchase the pagers from El-Com Communication at a
cost not to exceed $33,280. On a voice vote, the motion was CARRIED.
Homeland Security Grant
Mr. McKee provided documents explaining how funds were received from the State Homeland Security
Grant Program. The County received $38,611 in 2002 and is due to receive another $56,597 this year.
Mr. McKee discussed the long-term goal of assigning all law enforcement agencies to the 800 megahertz
radio system administered by the State Police. He stated this would allow communications statewide and
provide better coverage for Chippewa County. Once the conversion is completed, Mr. McKee explained how
fire and EMS agencies would be the exclusive users of the high-band frequencies.
According to grant documents, purchase of 800-megahertz radio equipment is an allowed expense.
Mr. McKee recommended utilizing funds received for 2003 toward the purchase of radio equipment
necessary to fulfill the minimum needs of County law enforcement agencies. He noted that the City of Sault
Ste. Marie recently agreed to use $65,749 from a border community grant to purchase 800 megahertz radio
equipment.
Mr. McKee informed the Committee that time was of the essence with the 2003 grant. Although the grants
were announced on May 12, the County has only until June 15 to expend the funds. However, he noted the
project is still $33,783 short of completion.
Committee members discussed funding options with Mr. McKee. It was suggested that funds from the
emergency services millage be used to make up the difference. Mr. McKee confirmed the fund balance was
adequate to cover the expense.
It was moved by Commissioner Cooper, seconded by Commissioner Moore, recommend purchase of the 800-megahertz
radio communication equipment as presented, with the balance of funds needed to
come from the OES fund. On a voice vote, the motion was CARRIED.
E.U.P. Community Corrections Comprehensive Plan
The Committee reviewed the E.U.P. Community Corrections Comprehensive Plan proposal submitted by
Community Corrections Advisory Board Coordinator David Murray.
It was moved by Commissioner Moore, seconded by Commissioner Cooper, to recommend approval
Resolution No. 03-20 to Approve Application for Community Corrections Act Funds. On a voice vote,
the motion was CARRIED.
Michigan Association of Counties PILT Resolution
Controller Dolehanty presented a boilerplate resolution from the Michigan Association of Counties that
supports continued funding of state payment in lieu of taxes (PILT). If approved, the resolution would cite
County support for State funding of PILT through any possible source and support of efforts to streamline tax
bills so the DNR receives just one tax bill.
Mr. Dolehanty reported the revised funding formula would result in the County receiving more than $35,000 in
additional funding. He added that Chippewa is one of just five counties that would benefit from the
change. Mr. Dolehanty asked the Committee if they wished to support the resolution despite the reported gain
in funding.
The Committee asked about the acreage currently subject to PILT and the total funding received by the
County for the program. Controller Dolehanty was instructed to provide copies of the acreage and funding
table for consideration at the Board meeting scheduled for June 9.
Claims and Accounts
Finance Director Carpenter reviewed the monthly claims and accounts report.
It was moved by Commissioner Cooper, seconded by Commissioner Moore, to recommend the
approval of general fund claims totaling $290,428.50, other fund claims of $122,944.11, payroll of
$705,943.21 and health department claims of $486,185.92, vouchers 33497 through 33632 and F-1
through F-186. On a voice vote, the motion was CARRIED.
Mr. Carpenter expressed concern about ad valorem tax revenues collected at a rate of $283,000 less than
projected. Controller Dolehanty stated the projected decrease in childcare fund expenditures and other
unanticipated revenue would offset the shortfall in ad valorem tax revenues.
Committee Comments
There were no additional Committee comments.
Chairperson's Comments
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 6:58 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 ninth day of June, 2003 at 7:00 p.m.
PRESENT: _________________________________________________________
ABSENT: _________________________________________________________
The following preamble and resolution was offered by Commissioner __________________ and seconded by
Commissioner _______________.
RESOLUTION NO. 03-20
RESOLUTION TO APPROVE
APPLICATION FOR COMMUNITY CORRECTIONS ACT FUNDS
WHEREAS, the Eastern Upper Peninsula Employment and Training Consortium consisting of the Counties of Chippewa,
Luce and Mackinac, has submitted a proposed Application for State of Michigan Community Corrections Act funds
for fiscal year 2004; and
WHEREAS, the Eastern Upper Peninsula Employment and Training Consortium Advisory Board has recommended adoption
of the application; and
WHEREAS, the Chippewa County Board of Commissioners has reviewed the Application for State of Michigan Community
Corrections Act funds for fiscal year 2004, in detail, and concurs with the recommendation presented.
NOW, THEREFORE, BE IT RESOLVED, that the Chippewa County Board of Commissioners approves the Application cited
above for submission to the State of Michigan, and respectfully requests that the Application be approved as presented.
A VOTE WAS TAKEN AS FOLLOWS
AYES: _________________________________________________________
NAYS: _________________________________________________________
RESOLUTION DECLARED ADOPTED.