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,
September 4, 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 Ted Postula
COMMISSIONERS PRESENT: Earl Kay and James Moore
MEMBERS
ABSENT: None
OTHERS PRESENT: Tim
Dolehanty, County Controller, Dave Carpenter, Finance Director, Tim McKee,
OES/E-9-1-1 Director, Sharon Kennedy, Register of Deeds, Brian Peppler,
Prosecuting Attorney, and Brian Bartlett, Operations Analyst
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 Postula, 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.
Correspondence
and Information Items
The Committee received the monthly Treasurer’s report,
monthly travel report, County election to offer homestead exemptions, and the
proposed budget for Fiscal Year 2004.
Agenda Items: Request for
Temporary Increase in Staff Time
Register of Deeds Sharon Kennedy appeared before the
Committee to seek approval of additional hours for staff in the Equalization
Department and Register of Deeds office.
She stated the additional hours were necessary in order to address an
increased workload, and that increasing workweek hours from 35 to 40 for a
ten-week period would cost approximately $6,290. Ms. Kennedy projected $6,420 was available
between the two departments to offset the cost.
The Committee discussed workload statistics presented
by Ms. Kennedy. It was also confirmed
that funds were available because two part-time positions were unfilled for
several weeks.
It was moved by Commissioner Cooper, seconded by Commissioner Postula, to recommend approval of the temporary increase in workweek hours as presented for a period not to extend beyond December 1, 2003. On a voice vote, the motion was CARRIED.
The Committee reviewed a written request from Edward
J. Sloan, Director of Pathways Substance Abuse Services, requesting the County
Board to take necessary action to capture the PA2 Liquor Tax Funds. Captured funds would be used to support
substance abuse prevention and treatment programs in Chippewa County.
It was moved
by Commissioner Hopper, seconded by Commissioner Timmer, to recommend that the
Board of Commissioners act to capture PA2 Liquor Tax Funds to support substance
abuse prevention and treatment programs in Chippewa County. On a voice vote, the motion was CARRIED.
Information
Systems Business
Information Systems Department Operations Analyst
Brian Bartlett presented the Committee with a broadband internet proposal. He explained how the proposal would benefit
the County and supplement other projects such as the Local Government Network
to be used by the Courts and the Law Enforcement Information Network (LEIN). It was noted that officials with LEIN require
broadband service in order to assure network security.
Mr. Bartlett also explained that the broadband service
would benefit the Health Department when their current service is discontinued
after September 30. He reviewed the
firewall requirements for the system and the importance of ant-virus
software. Once the system is
operational, Mr. Bartlett reported the annual cost would be considerably less
than the current fees paid to an internet service provider.
It was moved by Commissioner Cooper, seconded by Commissioner Hopper, to recommend that Operations Analyst Brian Bartlett be authorized to take the necessary steps to implement the broadband internet proposal as presented. On a voice vote, the motion was CARRIED.
Prosecuting Attorney Brian Peppler presented a
proposed agreement with Maximus, Inc. for assistance preparing and submitting
documentation for reimbursement of fund from the Family Independence
Agency. He apologized to the Committee
for his failure to secure approval of the agreement in August and explained it
was not his intent to circumvent County policy.
Mr. Peppler reported the County received $57,000
through the cooperative reimbursement program in 2003, and projected Maximus
would secure $71,000 for the County in 2004.
He added that 75% of the $4,800 cost of the contract would be reimbursed
as well.
The Committee discussed the proposal and the method in
which the reimbursement requests are currently processed utilizing County
staff. Controller Tim Dolehanty stated a
review by Maximus of reimbursement requests over the previous year yielded only
$114. In response, Mr. Peppler stated
Maximus would document hours of his staff differently than in the past. He said this difference would result in
higher reimbursements for the County.
It was moved by Commissioner Hopper, seconded by Commissioner Timmer, to recommend approval of the Maximus Inc. agreement as presented, and to monitor reimbursement rates resulting from the agreement. On a voice vote, the motion was CARRIED, 4-1.
Manatron Software/Hardware Service Agreement
Mr. Dolehanty presented the annual software/hardware service agreement
with Manatron, Inc. He explained the
agreement was necessary because of the proprietary nature of the Manatron
system. A contract to continue the
mapping program was also included.
It was moved by Commissioner
Hopper, seconded by Commissioner Postula,
to recommend approval of the Manatron agreements as presented. On a voice vote, the motion was CARRIED.
Chippewa
Dialysis Center Funding Request
Chairperson Dale discussed a proposal to support a request to allocate
$25,000 in two percent funds for the Chippewa Dialysis Center. She explained the Chippewa Dialysis Center is
a joint venture established in 1996 between the Sault Tribe, War Memorial
Hospital and Northern Michigan Hospital to establish, operate and maintain a
dialysis center in Sault Ste. Marie.
The Committee discussed the importance of continuing this service to
local residents.
It was moved by Commissioner
Postula, seconded by Commissioner Cooper, to recommend authorization of $25,000
in local government two percent funds for
the Chippewa Dialysis Center, as proposed. On a voice vote, the motion was CARRIED.
Tim McKee, Director of the Office of Emergency
Services, reviewed funding requests from local fire departments for
firefighting equipment. He explained
that the equipment would aid in providing emergency services in federal forest
lands. Mr. McKee reviewed specific
funding requests from the City of Sault Ste. Marie, Kinross Charter Township,
Whitefish Township, and the Sheriff Department.
The process followed to apply for Title III funds
was discussed by the Committee.
Potential needs of various fire departments were also discussed.
It was moved by Commissioner Hopper, seconded by Commissioner Postula,
to recommend approval of the equipment requests as presented. On a voice vote,
the motion was CARRIED.
Finance Director Carpenter reviewed the monthly claims and accounts report.
It was moved by Commissioner Postula, seconded by Commissioner Cooper, to recommend the approval of general fund claims of $151,848.87, other fund claims of $124,169.22, payroll of $518,909.27 and health department claims of $394,885.81 for a total of $1,553,813.10, vouchers 34110 through 34240 and I-1 through I-189. On a voice vote, the motion was CARRIED.
Committee Comments
Commissioner Cooper asked about the probationary period required of all new employees. In the instance of a recently released employee, he stated application of the probationary period seemed arbitrary. Controller Dolehanty reviewed the circumstances of the discharge and stated the decision was justified.
Commissioner Cooper next asked about travel costs for County commissioners. It was noted that expense reports for each commissioner were included with the other meeting documents. He asked that the information be included with the monthly travel report spreadsheet showing departmental travel requests.
Commissioner Kay
reported that the reception for democratic legislators was moved to Sunday,
September 14 from 12:00 noon to 2:00 p.m. at the Chippewa County International
Airport. He also reported on events that
occurred at a recent Hiawatha Behavioral Mental Health Authority Board
meeting. The Committee discussed mental
health service options available to County residents and ways to maximize
services.
Chairperson Dale reported on calls she received
concerning off road vehicles. She
reminded the Committee that the County was to review the Off Road Vehicle
Ordinance and make necessary changes after a trial period.
Adjourn
Chairperson Dale declared the meeting adjourned at
6:50 p.m.
__________________________________ __________________________________
Timothy J.
Dolehanty, AICP, Recorder Rita
Dale, Committee Chairperson