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,
August 7, 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, Ted Postula, Richard Timmer, Aaron Hopper and Don Cooper
COMMISSIONERS PRESENT: Earl Kay and James Moore
MEMBERS
ABSENT: None
OTHERS PRESENT: Tim
Dolehanty, County Controller, Dave Carpenter, Finance Director, Kathy Noel, EDC
President
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.
The monthly Treasurer’s Report was received.
Commissioner Cooper asked that travel by County
Commissioners be included in the monthly travel report.
Agenda Items: Maximus, Inc.
Technical Services Agreement
Prosecuting Attorney Brian Peppler contacted the
County Controller’s office earlier in the day to report he would not be able to
attend the committee meeting. Controller
Tim Dolehanty said this matter was brought to the committee in order to assure compliance
with board policy concerning contractual agreements. All contracts require approval of the board,
and contracts signed by anyone but the Controller or Board Chairman are considered void and not binding on the County.
Mr. Dolehanty noted the Prosecuting Attorney signed
the Maximus contract on June 25. The
agreement calls on Maximus to perform certain technical assistance services for
an annual fee of $4,800. Mr. Dolehanty
stated the work to be performed by Maximus was historically performed by his
office, and that the Prosecutor’s action was unknown to him until officials
from Maximus began requesting documents.
Commissioner Cooper observed that the contract was
unnecessary if the work was being performed in house. Commissioner Kay stated the contract as
signed was not valid because the Board did not approve the agreement. Chairperson Dale concluded there was no way
the Prosecutor could claim he was unaware of the policy.
It was moved by Commissioner Cooper to recommend the contract be cancelled and that Maximus, Inc. be paid for time and materials associated with work completed under the agreement, with a total cost not to exceed $1,200. The motion DIED for lack of a second.
Commissioner Kay recommended sending a letter to
Maximus, Inc. explaining that the Board did not approve the contract and that
the agreement as executed by the Prosecuting Attorney was void. Commissioner Hopper suggested that the
Committee table the issue and speak to the Prosecutor about the contract. Commissioner Kay stated that, as a minimum,
the County should contact Maximus, Inc. and advise them of the situation.
It was moved by Commissioner Hopper to send a letter
to Maximus, Inc. and advise them of the situation, and to table acting on the
contract until after a meeting is held with the Prosecuting Attorney. The motion DIED for lack of
a second.
It was moved by Commissioner Cooper, seconded by
Commissioner Timmer, to recommend that a letter be sent to Maximus, Inc. on
behalf of the Board to advise them that the agreement is not a valid contract,
and that Maximus, Inc. be paid for services rendered in the first quarter of
the agreement, with a total cost not to exceed $1,200.
The Committee agreed that the Controller would be assigned the responsibility of working with Maximus, Inc. to determine the cost of services rendered in the first quarter.
On a voice vote, the motion was CARRIED, 4-1.
Mr. Dolehanty reported it was necessary for the Board
to determine its payment option for Federal Forest funds received under Title
III for fiscal year 2004. For the past
two years the Board has chosen payment option 2, pledging to set aside 20% of
the total amount received for search, rescue and emergency services, including
firefighting, on federal lands, and wildfire prevention education and planning.
It was moved by Commissioner Timmer, seconded by
Commissioner Cooper, to recommend selection of the Option 2 payment method for
Federal Forest funds received under the Title III program for fiscal year 2004,
and that the appropriate agencies be notified of this action. On a voice vote, the motion was CARRIED.
Economic
Development Corporation RE: Matching
Funds
Economic Development Corporation (EDC) President Kathy
Noel distributed spreadsheets to the Committee referring to various
grant-funded programs related to the Chippewa County International
Airport. Ms. Noel stated the EDC was in
need of an additional $50,000 to cover the local match obligation for these
grants.
The Committee discussed the equipment purchase and
delivery schedule. After review of the
current budget allocation for the EDC, it was determined that funds currently
budgeted would be sufficient to cover the local match.
Finance Director Carpenter reviewed the monthly claims and accounts report.
It was moved by Commissioner Cooper, seconded by Commissioner Timmer, to recommend the approval of general fund claims totaling $193,371.35, other fund claims of $89,581.02, payroll of $528,181.48 and health department claims of $354,966.59, vouchers 33892 through 34109 and H-1 through H-147. On a voice vote, the motion was CARRIED.
Mr. Carpenter reviewed
documents showing general fund budget trends.
He discussed in detail the trend in fund balance spending. The Committee discussed the general trend and
focused on employee wage and benefit commitments.
It was moved by Commissioner
Hopper, seconded by Commissioner Postula, to enter into a closed session to discuss strategies connected with
the negotiation of a settlement agreement with the American Federation of
State, County and Municipal Employees, AFL-CIO Local 1552 of Michigan, pursuant
to Section 8(c) of the Open Meetings Act, Act 267, P.A. 1976, as amended, being
MCL 15.268(c). A roll call vote was
taken as follows: Cooper - Yes; Timmer –
Yes; Hopper – Yes; Postula – Yes; Dale - Yes.
Motion CARRIED.
It was moved by Commissioner Hopper, seconded by
Commissioner Postula, to resume the open session meeting of the Finance, Claims
and Accounts Committee. A roll call vote
was taken as follows: Timmer – Yes; Hopper – Yes; Postula – Yes; Cooper - Yes;
Dale - Yes. Motion CARRIED.
Committee Comments
Commissioner Timmer reported on a meeting he attended with Friends of Whitefish Point.
Commissioner Kay reported that members of the County’s federal Democratic legislative delegation would be passing through the Chippewa County International Airport on September 13. County Commissioners were encouraged to attend a reception on that day to be held at the airport.
Chairperson Dale had no additional comments.
Adjourn
Chairperson Dale declared the meeting adjourned at
6:35 p.m.
__________________________________ __________________________________
Timothy J.
Dolehanty, AICP, Recorder Rita
Dale, Committee Chairperson