FINANCE, CLAIMS AND ACCOUNTS COMMITTEE

MEETING MINUTES

October 5, 2006

 

A regular meeting of the Chippewa County Board of Commissioners’ Finance, Claims and Accounts Committee was held on Thursday, October 5, 2006 at the Chippewa County Courthouse in Sault Ste. Marie, Michigan.  Chairman Timmer called the meeting to order at 5:00 p.m. with a quorum present.

 

MEMBERS PRESENT:                     Richard Timmer, Ted Postula (5:10pm), Don Cooper, Bernie LaJoie, and James Moore

OTHER

COMMISSIONERS PRESENT:       Earl Kay and Scott Shackleton

 

MEMBERS ABSENT:                       None

 

OTHERS PRESENT:                         Marilyn McDonald, Tina Ojala, Sheriff Jeff Moran, Frank Sasso, Diane Cork, Jeff Hagen, Michelle Walk, Deb Evashevski, and Kelly Beaune, Recorder.

 

Additions / Deletions to the Agenda

Chairman Timmer called for additions or deletions to the agenda. 

 

It was moved by Commissioner LaJoie, seconded by Commissioner Moore, to approve the agenda as presented.  On a voice vote, the motion was CARRIED.

 

Presentation: North Huron Scenic Pathway

Michelle Walk presented the North Huron Scenic Pathway project, which is a plan to develop a non-motorized pathway along M-134 & Lake Huron between St. Ignace and Drummond Island which will provide opportunities for recreation, access to natural and cultural resources; which would be a community asset as well as an economic stimulus.  The North Huron Scenic Pathway group was seeking both financial and written support of the proposed project.

 

Correspondence and Information Items:

The Committee received the treasurer’s report; travel monthly reports a revised Blue Cross Blue Shield Quarterly statement, NorthCare Network letter, UPSCC Fall Conference information, CDBG letter, and an Industrial Facilities Exemption/Tech Optics.

 

Per Committee request the City of SSM Clerk’s office was contacted for clarification on the Industrial Facilities Exemption, the application was in fact a transfer of a previously approved exemption certificate, and that if we have any comments they can be forwarded as a formality.

 

Agenda Items – Approvals

The Committee received the budget hearing meeting minutes from September 19th, 20th and 26th for review and approval.

 

It was moved by Commissioner LaJoie, supported by Commissioner Postula, to approve the Budget Hearing minutes from September 19th, 20th and 26th as presented.  On a voice vote, the motion was CARRIED.

 

The Committee received the Blue Cross and Blue Shield renewal information for 2007 and the Administrative Service Contract for signature approval.

 

It was moved by Commissioner LaJoie, supported by Commissioner Moore, to approve and authorize signature for the renewal of the Blue Cross and Blue Shield Administrative Services Contract term January 2007 through December 2007.  On a voice vote, the motion was CARRIED.

 

The committee received a Municipal Employees Retirement System Participation Agreement and a Uniform Resolution to be approved for Health Care Savings Program established per Union Contracts.

 

It was moved by Commissioner LaJoie, supported by Commissioner Postula, to approve and authorize signature for both the Participation Agreement and the Uniform Resolution through MERS for a Health Care Savings Program. On a voice vote, the motion was CARRIED.

 

The Committee reviewed a letter from MMRMA regarding the County’s Loss Fund, and the depletion of funds along with potential future losses, the Committee was asked to approve a $10,000 expenditure to MMRMA for the Loss Fund. The monies would be accounted for and within the FY06 budget from the 101-865-701.000 line item.

 

It was moved by Commissioner LaJoie, supported by Commissioner Postula, to approve an expenditure of $10,000.00 from line item 101-865-701.000 to MMRMA for the County’s Loss Fund.  On a voice vote, the motion was CARRIED.

 

Commissioner Cooper expressed the need to package and bid out all the County’s insurances.

 

The Committee received a proposal from Otis Elevator in the amount of $1,896.34 to improve (hopefully correct) and repair the Annex Elevator issue. A previous proposal reviewed by the Building and Grounds Committee to replace the problematic equipment is over $11,000.

 

It was moved by Commission Postula, supported by Commissioner LaJoie, to approve and authorize the Otis Elevator proposal in the amount of $1,896.34, to be paid from 101-890-701.000 Contingencies.  On a voice vote, the motion was CARRIED. (4-1 Commissioner Cooper voting nay)

 

The Committee also reviewed two quotes for filing cabinets needed by the Clerk’s Office to help with her storage issues.   Each quote was for ten 4-drawer legal with lock cabinets.  The low quote was from Sault Printing in the amount of $2,960.00 (Commissioner Shackleton questioned the signed quote and the possible increase of $148.00 due to manufacturing prices).

 

It was moved by Commissioner Moore, supported by Commissioner LaJoie, to approve the low bid from Sault Printing to purchase ten 4-drawer legal with lock cabinets, expenditure to be paid from 101-890-701.000 Contingencies.  On a voice vote, the motion was CARRIED.

 

The Committee received an out-of-state travel request from the Health Department to be approved; the information will be useful for the current Sugar Island contamination problems when clean-up begins.

It was moved by Commissioner LaJoie, supported by Commissioner Postula, to approve the out-of-state travel request for Christine Daley to attend the National Beaches Conference in Niagara Falls, New York.  On a voice vote, the motion was CARRIED.

 

The Committee received and reviewed a Memorandum of Agreement with the SSM Tribe of Chippewa Indians and the County’s Building Department.   The purpose of the MOA is to: secure the cooperation of the Chippewa County Building Inspector’s in inspecting residential construction on certain parcels of land held in trust for the Tribe and implement Tribal enforcement procedures to ensure compliance with standard building codes.  Discussion followed including clarification of the subdivision and whom should the contract be between.

 

It was moved by Commissioner LaJoie, supported by Commissioner Postula, to approve the Memorandum of Agreement between the SSM Tribe of Chippewa Indians and Chippewa County subject to any changes by the Prosecuting Attorney’s Office and clarification of the subdivision that is to be covered by this Agreement.  On a voice vote, the motion was CARIED.

 

The Committee received a request for bids packet to be approved to bid out seven desktop computers.  It was suggested due to the current FY06 Computer budget balance, that we bid out an additional five desk top computers, as we still have several out-dated computers.  The Treasurer’s office will be supplying an additional three new desktop computers for dispersal.  A listing of computers needing to be replaced was requested for the Regular Board meeting.

 

It was moved by Commissioner Moore, supported by Commissioner Postula, to approve the request for bids for desktop computers and bid out for seven, ten and twelve desktop computers.  On a voice vote, the motion was CARRIED.

 

A request from Sheriff Jeff Moran to purchase a camera for the holding cell hall area, which has been a problematic area for physical confrontations, the camera would cost $1,365 not installed. 

 

It was moved by Commissioner LaJoie, Supported by Commissioner Moore, to approve the purchase of a high resolution camera from SimplexGrinnel in the amount of $1,365.00 not install, the expenditure to be paid from Fund 225.  On a voice vote, the motion was CARRIED. (4-1 Commissioner Cooper voting nay)

 

The Committee received a copy of House Bill 4086 which grants the County Clerk authorization to perform marriages.  A fee needs to be established for this service, the fee was based on the other Court’s fee for the same service.

 

It was moved by Commissioner LaJoie, supported by Commissioner Moore, to establish a fee of $10.00 for the County Clerk to perform marriages.  On a voice vote, the motion was CARRIED.

 

The Committee reviewed the adjusters report on the Sheriff’s patrol car which was a total loss.  Due to the high mileage the value of the vehicle is $5,820.00, which includes $500 salvage bid.  Two separate checks would be issued if MMRMA disposes of the vehicle $5,320 from MMRMA and $500 for the Salvage Company.  Discussion ensued.

 

It was moved by Commissioner LaJoie, supported by Commissioner Moore to accept the $5,820.00 from MMRMA.  On a voice vote, the motion was CARRIED.

Discussion of replacing this vehicle and the requested 2007 vehicles was discussed at length.

 

It was moved by Commissioner Moore, supported by Commission Postula, to seek bids for one and four vehicles, with the accepted delivery date of the one vehicle prior to FY06 end and three in FY07.  On a voice vote, the motion was CARRIED.

 

Budget Adjustments

The Committee was updated on previous budget adjustments, and received a current fund analysis.  The Committee was also requested to approve the following budget adjustments:

         Date

   Fund

    Activity

Account

R/E

Budget

Amendment

Amended Budget

 

10/9/2006

101

981

701

E

62,900.00

300.00

63,200.00

Vehicle

10/9/2006

101

265

941

E

80,000.00

48,000.00

128,000.00

City/County

10/9/2006

267

0

706

E

11,000.00

13,000.00

24,000.00

Overtime

10/9/2006

101

131

807

E

25,000.00

20,000.00

45,000.00

Legal

10/9/2006

101

890

701

E

40,000.00

-20,000.00

20,000.00

Contingencies

 

 

 

 

 

 

 

280,200.00

 

 

 

 

 

 

 

 

 

 

10/9/2006

267

0

506

R

0.00

13,000.00

13,000.00

Overtime

10/9/2006

101

0

665

R

300,000.00

270,000.00

570,000.00

Interest  

 

 

 

 

 

 

 

583,000.00

 

 

It was moved by Commissioner Moore, supported by Commissioner LaJoie, to approve the budget amendments as presented.  On a voice vote, the motion CARRIED.

 

Claims and Accounts

The monthly claims and accounts reports were presented.  The Committee also received both revenue and expenditure budget summary reports.

 

It was moved by Commissioner Moore, supported by Commissioner Postula, to recommend the approval of general fund claims totaling $104,170.36, other fund claims of $124,645.02, payroll of $548,328.98 and health department claims of $495,454.38, total claims of $1,272,598.74, vouchers 41661 through 41828 and I-1 through I-156.  On a voice vote, the motion CARRIED.

 

Committee and Chairman’s Comments

Commissioner Cooper asked for clarification on line item 101-301-742.000 gas/oil and maintenance for the Regular meeting.

A Financial Inquiry will be provided showing the beginning approved FY06 budget -$57,408.00, the Y-T-D Posted (paid) -$21,336.28 and the Uncommitted (available)-$36,071.72, the Sheriff is aware and agrees with these totals.

Adjourn

It was moved by Commissioner LaJoie, seconded by Commissioner Moore, to adjourn the meeting.  On a voice vote, the motion was CARRIED.

 

Chairperson Timmer declared the meeting adjourned at 6:15 p.m.

 

__________________________________          __________________________________

Kelly J. Beaune, Recorder                                      Richard Timmer, Chairperson