FINANCE, CLAIMS AND ACCOUNTS COMMITTEE
MEETING MINUTES
February 5, 2004
A regular meeting of the Chippewa County Board of
Commissioners’ Finance, Claims and Accounts Committee was held on Thursday,
February 5, 2004 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
COMMISSIONERS PRESENT: Earl Kay
MEMBERS
ABSENT: Ted
Postula
OTHERS PRESENT: Tim Dolehanty, County Controller, Dave
Carpenter, Finance Director, Jeff Moran, Sheriff, Jim Shogren, Director of
Veterans Affairs, and Sue Short, Family Court Administrator, James Covault,
State Court Administrators Office
Additions / Deletions to the Agenda
Chairperson Dale called for additions or deletions to
the agenda. It was agreed that the purchase of a digital video recorder would
be added to the agenda under Sheriff Department business.
It was moved by Commissioner Hopper, seconded by Commissioner Timmer, to approve the agenda as amended. 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
and monthly travel report.
Agenda Items: Court Employee Funding Dispute
James Covault of the State Court Administrator’s
Office discussed the function of his office in the resolution of disputes between
courts and their funding agencies. He asked that a group of commissioners be
appointed to meet with him and the Circuit Court and District Court judges to
discuss employee salary differences. He
stated he would act only as a facilitator and would not represent either side.
The Committee agreed that Board Chairman Earl Kay,
Vice Chairman Aaron Hopper, Finance, Claims and Accounts Committee Chairperson
Rita Dale, and County Controller Tim Dolehanty should meet with Mr. Covault and
the judges.
Committee members expressed concern about the ability
to create a viable budget if courts were able to override board decisions. Mr. Covault stated Item VI of Supreme Court
Administrative Order 1998-5 named the courts as a separate employer with the
power to establish their own personnel policies. He again emphasized his role as a facilitator and agreed to work
toward setting a meeting date with the judges.
Veteran Affairs Director Jim Shogren provided the
Committee with a copy of Public Act 290 of 2004 that raised the burial
allowance eligibility threshold to $40,000 per qualifying estate. The previous threshold was $25,000. He stated the new law allows counties to
pass a resolution to maintain the lower amount if that was their preference.
It was moved
by Commissioner Hopper, seconded by Commissioner Moore, to recommend approval
of the new $40,000 eligibility threshold for veterans applying for burial
allowances in Chippewa County, as allowed under Act 290. On a voice vote, the motion was CARRIED.
RFQ
Response: Sheriff Patrol Vehicles
County Controller Tim Dolehanty presented quotes
received for the purchase of three sheriff patrol vehicles. He recommended acceptance of the quote
received from O’Connor Chrysler-Dodge-Jeep because it met the criteria set
forth in the request for quotes and was the low bid.
It was moved
by Commissioner Cooper, seconded by Commissioner Moore, to recommend acceptance
of the quote from O’Connor Chrysler-Dodge-Jeep for the purchase of three sheriff
patrol vehicles at a cost not to exceed $59,250. On a voice vote, the motion was CARRIED.
Controller Dolehanty presented quotes received for the
purchase of a snow machine. He
recommended acceptance of the quote received from Northstar Motorsports because
it met the criteria set forth in the request for quotes and was the low
bid. Mr. Dolehanty noted funds for this
purchase would come from the State snowmobile patrol grant.
It was moved by Commissioner Moore, seconded by Commissioner Timmer, to recommend acceptance of the quote from Northstar Motorsports for the purchase of one snow machine at a cost not to exceed $5,999. On a voice vote, the motion was CARRIED.
Digital Video Recorder
Controller Dolehanty explained that a request for proposals (RFP) was
issued for the purchase of a digital video recorder system for the jail, but
Sheriff Jeff Moran sought additional information before a recommendation could
be made. Sheriff Moran distributed additional information obtained from Simplex
Grinnell for the purchase. It was noted
that this was the only proposal submitted in response to the RFP. He told the committee that he participated
in a conference call with Simplex and PC Specialist Jennifer Lipponen to
confirm the proposed system was compatible with the County’s computer
network. Sheriff Moran confirmed that
the proposal included installation and training.
It was moved by Commissioner
Hopper, seconded by Commissioner Timmer,
to recommend acceptance of the proposal from Simplex Grinnell for the purchase
and installation of a digital video recorder system for the jail at a cost not
to exceed $24,480. On a voice vote, the
motion was CARRIED, 4-1.
Civil
Process Server Contract
Controller Dolehanty presented two proposals received for civil process
server services. He reviewed the
differences between the two proposals.
Sheriff Moran stated the civil process server contract was up for
renewal this year.
Commissioner Cooper asked if bids were formally solicited. Sheriff Moran stated the two proposals were
received without prior solicitation from the County. The Committee discussed civil processing requirements and the
advantages offered by both proposals.
It was moved by Commissioner Cooper, seconded by Commissioner Moore, to recommend proposals for civil process service be solicited following the established bid policy. On a voice vote, the motion was CARRIED.
MMRMA Renewal
Controller Dolehanty presented the liability
insurance renewal contract with the Michigan Municipal Risk Management
Authority (MMRMA). He noted the total
cost to the County would be less than the figure quoted because the quote
included coverage for the City-County Building. The Committee agreed that the liability insurance agreement
should be competitively bid before the start of the next fiscal year.
It was moved
by Commissioner Cooper, seconded by Commissioner Hopper, to accept the proposal
from the Michigan Municipal Risk Management Authority for liability insurance
coverage at a cost not to exceed $174,917, and that the liability insurance
package be competitively bid before the start of the next fiscal year. On a voice vote, the motion was CARRIED.
Delinquent
Tax Software Agreement
Controller Dolehanty presented a proposed software
agreement from the County Treasurer. It was noted that the software was
necessary in order to properly record and process homestead property tax
exemptions.
It was moved
by Commissioner Moore, seconded by Commissioner Hopper, to recommend acceptance
of the proposal to provide homestead property tax exemption software presented by Manatron, Inc. at a cost not to
exceed $1,500. On a voice vote, the
motion was CARRIED.
Finance
Department Business: Create Fund 264 – Other Corrections Activities, Training
Finance Director Dave Carpenter reviewed the
requirements of Act 124 of 2003 requiring creation of Fund 264 for corrections
officer training. Mr. Carpenter stated
inmates booked into the county jail would be assessed an additional $12, of
which $10 would be retained by the County for the training fund.
It was moved
by Commissioner Cooper, seconded by Commissioner Timmer, to concur with the
recommendation of the Finance Director to establish Fund 264. On a voice vote, the motion was CARRIED.
Finance Director Carpenter reviewed the monthly claims and accounts report.
It was moved by Commissioner Timmer, seconded by Commissioner Hopper, to recommend the approval of general fund claims totaling $141,846.01, other fund claims of $247,555.46, payroll of $579,808.34 and health department claims of $423,703.67, total claims of $1,392,913.48, vouchers 35195 through 35376 and B-1 through B-98. On a voice vote, the motion was CARRIED.
Committee Comments
Commissioner Hopper reminded the Committee of the MAC Legislative Conference to be held on February 8 through 10.
Commissioner Cooper discussed a conversation he had with employees at the Sault Tribe concerning insurance coverages offered by Jack Gordon of Best of America. He also suggested rescinding the motion from January that named Mr. Gordon as the County’s insurance agent.
It was moved by
Commissioner Cooper, seconded by Commissioner Timmer, to recommend that the
January motion naming Jack Gordon as the County’s insurance agent be
rescinded. On a voice vote, the motion
was CARRIED.
Commissioner Cooper asked that a voucher for $240 payable to Jennifer Miller be investigated. He noted that the independent contractor agreement with Ms. Miller assigned her only to state prisoner cases. Controller Dolehanty said he would look into the voucher.
Commissioner Kay reported on a meeting he attended with the County Bar Association. Members of the Bar expressed concern about the condition of the District Court facilities. Mr. Kay noted the biggest hurdle to a renovation project is funding. Commissioner Moore suggested looking into a USDA loan for the project. Commissioner Cooper suggested challenging the Court to raise funds for renovation. The Committee also discussed implications of our shared title to the building with the City of Sault Ste. Marie.
Chairperson Dale offered no additional comments.
Adjourn
It was moved
by Commissioner Hopper, seconded by Commissioner Timmer, to adjourn the
meeting. On a voice vote, the motion
was CARRIED.
Chairperson Dale declared the meeting adjourned at
6:45 p.m.
__________________________________ __________________________________
Timothy J.
Dolehanty, AICP, Recorder Rita
Dale, Committee Chairperson