FINANCE, CLAIMS AND ACCOUNTS
COMMITTEE
MEETING MINUTES
July 8, 2004
A regular meeting of the Chippewa County Board of
Commissioners’ Finance, Claims and Accounts Committee was held on Thursday, July
8, 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, Don Cooper, Ted Postula,
Aaron Hopper, and Richard Timmer
MEMBERS
ABSENT:
None
OTHERS PRESENT:
Tim Dolehanty, County Controller, Dave
Carpenter, Finance Director, Diane Cork, Clerk, Jim Lucas, MSU Extension
Director, Thelma Bosbous, Friend of the Court, Brian Peppler, Prosecuting
Attorney, Marilyn McDonald, Treasurer, Margie Hank, Vicky Gage, Wayne Fortin,
Barbara Fortin, Mary Sue Nelson, Tina Ojala, Ron Cross, Jay Predmore, Carrie
McDowell, Lisa Wilcox, Cheryl Jones, Cecelia Harrison, Sue Short, Carmen
Fazzari, Mary Piralli, Sharon Kennedy, Cindy Morley, Kathy Munson, Gail Shunk,
Jeanne Goeschel, and Joy Anderson
Noting the number of persons in attendance, it was
suggested that the meeting be moved to the Circuit Court
room.
It was moved by Commissioner Cooper, seconded by Commissioner Timmer, to move the meeting location to the Circuit Court room. On a voice vote, the motion was CARRIED.
Additions / Deletions to the
Agenda
Chairperson Dale called for additions or deletions to
the agenda.
It was moved by Commissioner Timmer, seconded by Commissioner Hopper, to approve the agenda as presented. On a voice vote, the motion was CARRIED.
Correspondence and Information
Items
The Committee received the monthly Treasurer’s report,
monthly travel report, and an article about accounting rules related to
long-term health costs.
Agenda Items: Quarterly Budger Report
County Controller Tim Dolehanty reviewed the quarterly
budget report for the period ending June 30. He stated the projected budget
deficiency was $516,395 after implementation of some of the reductions agreed to
on June 24. Mr. Dolehanty reported
that funds owed for expenses related to the City/County Building were also
included in the calculation.
Mr. Dolehanty informed the Committee of a check received
from Blue Cross Blue Shield of Michigan refunding $224,197 for aggregate stop
loss payments. He stated this check
was received as a result of the self-funding program initiated in 2003. These funds were used to offset costs
related to the health insurance benefit.
Prosecuting Attorney Brian Peppler appeared before the
Committee to request authorization to fill a vacant legal secretary
position. He offered workload
statistics to support his request, adding that the addition of 24 federal agents
to the community caused an increase in cases. Mr. Peppler said the Public Defender was
able to shift funds in 2003 to create a third position, but the responsibilities
of his office were greater than the Public Defender.
Chairperson Dale asked Mr. Peppler if he would be
agreeable to a meeting with two commissioners and the Controller to discuss
possibilities to fill his request.
Mr. Peppler said he would be available at any time.
It was moved by Commissioner Hopper, seconded by Commissioner Timmer, to recommend a meeting between the Prosecuting Attorney, the Controller, and two commissioners to discuss the possibility of filling the vacant legal secretary position.
Commissioner Cooper asked if the same opportunity would
be provided to all other department heads.
He added that every department head could make the same arguments as the
Prosecutor. General discussion
followed concerning the intent of the meeting.
On a voice vote, the motion was CARRIED.
County Clerk Diane Cork reported that the jury board
budget was currently $400 over budget and will need to meet at least one more
time to fill jury pools as directed by the courts. She projected a total shortfall of
$1,200 for the fiscal year.
Commissioner Cooper stated this is a mandated function
and that the County had no choice but to provide funds for this
task.
Controller Dolehanty presented the Blue Cross county
jail administrative services contract.
He stated Blue Cross is the only provider of health insurance for jail
inmates.
It was moved by Commissioner Hopper, seconded by Commissioner Timmer, to recommend approval of the Blue Cross county jail administrative services contract at a cost of $14,160. On a voice vote, the motion was CARRIED.
Prudential Financial Group Annuity Contract Amendment
Controller Dolehanty presented the Prudential Financial Group annuity contract amendment. He stated the amendment was necessary in order to allow Prudential to add language about the transfer of assets from one type of retirement plan or account to another. Action was requested to allow compliance with the Economic Growth and Tax relief Reconciliation Act of 2001.
It was moved by Commissioner Hopper,
seconded by Commissioner Timmer, to recommend approval of the Prudential
Financial Group annuity contract amendment as presented. On a voice vote, the motion was
CARRIED.
Friend of the Court Title IV-D Cooperative Reimbursement
Contract Application
Controller Dolehanty presented the
Friend of the Court Title IV-D cooperative reimbursement contract
application for fiscal year 2005. He stated this was a routine agreement
presented each year to assure the County is properly reimbursed for certain
expenses.
It was moved by Commissioner Timmer, seconded
by Commissioner Postula, to recommend approval of the Friend of the Court
Title IV-D Cooperative Reimbursement Contract Application as
presented.
Friend of the Court Thelma Bosbous was asked
to clarify parts of the contract, including a position unfamiliar to the
Committee. Ms. Bosbous noted no
additional funds were requested.
On a voice vote, the motion was CARRIED.
Community Emergency Response
Training Grant
Controller Dolehanty presented the Community
Emergency Response Training grant as submitted by the Office of Emergency
Services. He briefly reviewed the
budget, work strategies, and objectives of the program.
It was moved by Commissioner
Hopper, seconded by Commissioner Timmer, to recommend approval of the Community Emergency Response Training
Grant as presented. On a
voice vote, the motion was CARRIED.
MSU Extension Director Jim
Lucas announced that MSU has hired Joseph Gallow to administer a trail planning
grant. Mr. Lucas also discussed
ongoing activities related to the 4-H youth agent position. He said MSU would provide all but $20,000 in wages and benefits for the position, and
that he continues to seek long-term funding solutions. Mr. Lucas asked for a meeting similar to
the one arranged for the Prosecuting Attorney to discuss the 4-H
position.
It was moved by Commissioner Cooper, seconded
by Commissioner Hopper, to recommend a meeting between the MSU Extension
Director, the Controller, and two commissioners to discuss the possibility of
filling the vacant 4-H youth agent position.
Commissioner Kay suggested
that a blanket policy be established to allow such meetings with all department
heads. Chairperson Dale advocated a
separate motion for each request to assure that all lines of communication are
open.
On a voice vote, the motion was
CARRIED.
Controller Dolehanty
presented a proposal to create an animal shelter donation fund. He said this was necessary in order to
properly account for donations received by the animal
shelter.
It was moved by Commissioner Hopper, seconded
by Commissioner Timmer, to recommend establishing Fund 285, the Animal Shelter
Donations Fund, as presented. On a
voice vote, the motion was CARRIED.
Claims and
Accounts
Chairperson Dale reviewed the monthly claims and accounts report.
It was moved by Commissioner Hopper, seconded by Commissioner Timmer, to recommend the approval of general fund claims totaling $114,635.60, other fund claims of $461,199.82, payroll of $545,442.22 and health department claims of $376,649.03, total claims of $1,497,926.67, vouchers 36182 through 36378 and G-1 through G-110. On a voice vote, the motion was CARRIED.
Committee Comments
Commissioner Cooper recommended scheduling the next Committee meeting for the Circuit Court room and that microphone be activated.
It was moved by Commissioner Cooper, seconded by
Commissioner Hopper, to recommend scheduling the next Committee meeting for the
Circuit Court room and that microphone be activated. On a voice vote, the motion was
CARRIED.
Chairperson Dale offered no additional
comments.
Treasurer Marilyn McDonald requested a meeting with the Controller and two commissioners similar to the one arranged for the Prosecuting Attorney. Ms. McDonald also commented on the status of former Fund 245, prior committee meetings, and union seniority.
It was moved by Commissioner Hopper to recommend a meeting between all department
heads, the Controller, and two commissioners. The motion DIED for lack of a
second.
Commissioner Cooper expressed apprehension about the meetings being scheduled with the department heads. Commissioner Timmer asked whether these committees would report to the Finance, Claims and Accounts Committee or to the Board of Commissioners. Committee members discussed the logistics of these meetings.
Ms. Cork asked about a target date for final amendments to the 2004 budget. Commissioner Kay said the Board would do everything possible to assure no one is laid off. He said it is not fair to hire new employees or impose furlough days while adding new employees. Commissioner Kay also stated furlough days are probably a reality, and that the Board will try to make sure that all cuts are equal.
Register of Deeds Sharon Kennedy suggested looking into placing a millage increase before the voters. Commissioner Kay said the chances such a request would pass appear slim. Chairperson Dale suggested placing the millage question on the next Legislative and Natural Resources Committee agenda.
Adjourn
It was moved
by Commissioner Timmer, seconded by Commissioner Postula, to adjourn the
meeting. On a voice vote, the
motion was CARRIED.
Chairperson Dale declared the meeting adjourned at 6:40
p.m.
__________________________________
__________________________________
Timothy J. Dolehanty, AICP, Recorder Rita Dale, Committee
Chairperson