FINANCE, CLAIMS AND ACCOUNTS COMMITTEE

MEETING MINUTES

December 7, 2006

 

A regular meeting of the Chippewa County Board of Commissioners’ Finance, Claims and Accounts Committee was held on Thursday, December 7, 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, Don Cooper, Bernie LaJoie, and James Moore

OTHER

COMMISSIONERS PRESENT:       Scott Shackleton and Earl Kay (5:35 pm)

 

MEMBERS ABSENT:                                        None

 

OTHERS PRESENT:                                          Marilyn McDonald, Tina Ojala, Marvin Willis, Louise Willis, Debbie Sirk, Don McLean, John Willis, Jesse Knoll, Derek Myerscough, and Kelly Beaune, Recorder.

 

Additions / Deletions to the Agenda

Chairman Timmer called for additions or deletions to the agenda.  Item E – 3- #5 was added as S.A.N.E grant.

 

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

 

Correspondence and Information Items:

The Committee received the treasurer’s report, monthly travel report, MERS quarterly report and the copy of proceeds check from Weller Auto/Truck from the 04 Dodge Intrepid total loss insurance claim.

 

Agenda Items – Homeland Security MSP Audit

Director Tim McKee addressed the Committee regarding the recent audit performed by the Michigan State Police Emergency Management and Homeland Security Division of the County’s past years grants.  Three discrepancies were found one being an invoice of $3,278 which had not been paid; supplies in the amount of $224.65 was charged to Fund 212 not Fund 211 and $959.88 in pay from the 2003 State Homeland Security Assessment Survey should either be reimbursed to the state or the County can pay Director McKee for those 26 hours of work, which grant monies were received for.

 

It was moved by Commissioner Postula, seconded by Commissioner Moore, to recommend payment of $959.88 to Director McKee from grant monies received from the 2003 State Homeland Security Assessment Survey.  On a voice vote, the motion was CARRIED.

 

Fee Schedule

Treasurer Marilyn McDonald addressed the Committee seeking their opinion on establishing a fee schedule for assisting other governmental entities with Bond issues where the County pledges full faith and credit.  Discussion ensued including one-time charges based on the Bond amount, charging a percentage or charging on time and materials basis.

 

It was moved by Commissioner Moore, supported by Commissioner LaJoie, to have Treasurer McDonald pursue a bond fee schedule and to check the legality of such a schedule.   On a voice vote, the motion was CARRIED.

 

MSC-2006-0731-HO

The committee reviewed an amendment to the MSC-2006-0731-HO which changed both the budget and program description. 

 

It was moved by Commissioner Moore and seconded by Commissioner LaJoie, to recommend approval of the budget and program description changes as presented and to authorize signature of the Board Chair.  On a voice vote, the motion was CARRIED.

 

FSG Software Maintenance Agreement

The Committee reviewed a three-year agreement beginning on January 1, 2007 and terminating on December 31, 2009 to lock in the annual cost for support of the Law Enforcement Management Systems (LEMS) at $7,073.28 per year.  Commissioner Cooper requested copies of the previous support payments made for Monday night Regular Board meeting.

 

It was moved by Commissioner Moore, supported by Commissioner Postula, to approve the FSG Software Support/Maintenance Agreement for Law Enforcement Management System (LEMS), based on the documents requested for previous billings.  On a voice vote, the motion was CARRIED.

 

MMRMA Distribution of Net Assets

The Committee reviewed letters from the Michigan Municipal Risk management Authority (MMRMA) regarding the check for $19,718.00 which represents the County’s share of the distributed excess net assets.  This distribution is based on the most recent analysis of net asset sufficiency and is not a guarantee of future distributions.  As previously discussed the County’s loss fund is currently at approximately $43,000 with three potential open claims, the loss fund is recommend to have $75,000, and it was suggested to fund the loss fund with the excess net assets check..

 

It was moved by Commissioner LaJoie, supported by Commissioner Moore, to approve the pass thru of the excess net assets check of $19,718 to the County’s loss fund.  On a voice vote, the motion was CARRIED.

 

Child Care Budget

The Committee reviewed the annual County Child Care Budget Summary.

 

It was moved by Commissioner Moore, supported by Commissioner LaJoie, to approve the County Child Care Budget Summary as presented and to authorize Board Chair signature.  On a voice vote, the motion was CARRIED.

 

Straits Area Narcotics Team Grant

The Committee reviewed the Office of Drug Control Policy, Byrne Memorial Formula Grant Program subcontract, project title S.A.N.E for it approval and authorization.  Discussion followed.

 

 

 

It was moved by Commission LaJoie, supported by Commissioner Moore, to approve the Office of Drug Control Policy Subcontract as presented and to authorize Board Chair signature.  On a voice vote, the motion was CARRIED.

 

Budget Adjustments

The Committee was updated on budget adjustments presented from Chuck Leonhardt, and received a current Fund analysis.  The Committee was also requested to approve the following budget adjustments:

 

Revenue                                Original                  Amendment                          Amended

152-000-506.000    150,000.00                              80,000.00                                230,000.00              MSDHA

221-000-401.000    4,850,000.00                           250,000.00                              5,100,000.00           Health Dept

263-000-543.000    3,000.00                  1,600.00                  4,600.00  Sheriff Trng

364-000-584.000    31,920.00                                2,028.75                  33,948.75                Superior

366-000-402.000    317,620.00                              182,380.00                              500,000.00              Jail Bond

372-000-699.101    200,170.00                              350.00                                     200,520.00              Annex Debt

 

Expenditure                           Original                  Amendment                          Amended

101-149-704.000    29,802.00                                2,198.00                  32,000.00                Bailiff

101-215-727.000    5,900.00                  2,960.00                  8,860.00  Contingency

101-229-801.000    0                                              4,500.00                  4,500.00  Contingency

101-245-801.000    138,000.00                              26,324.00                                164,324.00              Remonumentation

101-257-727.000    2422.68                   634.74                                     3,057.42  Contingency

101-265-937.000    10,000.00                                1,700.00                  11,700.00                Contingency

101-265-939.000    25,000.00                                1,900.00                  26,900.00                Contingency

101-301-956.000    1000.00                   (1,000.00)                               0.00                         Sheriff

101-351-813.000    125,000.00                              1,000.00                  126,000.00              Sheriff

101-648-701.000    25,000.00                                5,000.00                  30,000.00                ME

101-879-701.000    29900.00                 8,856.00                  38,756.00                Audit (prepay)

101-890-701.000    20,000.00                                (20,000.00)                             0.00                         Contingency

101-995-998.225    0                                              403,630.00                              406,630.00              Jail Bond

101-989-998.372    200,170.00                              350.00                                     200,520.00              Annex Bond

147-000-727.000    1,100.00                  445.00                                     1,545.00  Contingency

152-000-960.000    150,000.00                              80,000.00                                230,000.00              MSHDA

221-000-950.000    4,900,000.00                           250,000.00                              5,150,000.00           Health Dept

225-000-935.000    13,791.00                                11,209.00                                25,000.00                Corr. Facility

263-000-957.000    3,000.00                  1,600.00                  4,600.00  Sheriff Trng.

364-000-991.000    6,000.00                  1,500.00                  7,500.00  Superior

364-000-995.000    25,920.00                                528.75                                     26,448.75                Superior

366-000-991.000    115,000.00                              50,000.00                                165,000.00              Corr. Facility

366-000-995.000    97,747.00                                59,873.00                                157,620.00              Corr. Facility

372-000-803.000    0                                              350.00                                     350.00                     Annex Debt

 

*The contingency balance of $20,000 was inadvertently over budget by $536.04, the total amount (rounded up) was charged to the various departments as expenditures.

 

**The budget amendments for Fund 211 (Office of Emergency Services) will not be completed until next week and be available for approval on the 12/28/2006.  Two meetings have been held and the adjustments have not been posted.

It was moved by Commissioner Moore, supported by Commissioner LaJoie, to approve the budget amendments as presented with clarification on the Contingency Fund and the OES Funds.  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 LaJoie, to recommend the approval of general fund claims totaling $122,639.49, other fund claims of $155,442.57, payroll of $361,357.73 and health department claims of $510,538.24, total claims of $1,149,978.03, vouchers 42111 through 42354 and K-1 through K-81.  On a voice vote, the motion CARRIED.

 

FY 2007 Budget Approval Resolution

The Committee was presented with Resolution 06-14 FY 2007 Budget, a budget amendment for Probate Court (Dept 148) in the amount of $7,810.00, and copies of the suggested changes from the previous workshop for review and approval.  The FY2007 Budget Resolution and the Budget Fund Analysis show a projected ending year fund balance of $102,602.05 for FY07.  Discussion followed including the North Huron Pathway request of $10,000, the County’s total fund balance suggested amount of 15%.

 

It was moved by Commissioner LaJoie, supported by Commissioner Postula, to approve Resolution 06-14 Fiscal Year 2007 Budget Resolution and General Appropriations Act.  On a voice vote, the motion CARRIED. (4-1 Commissioner Cooper voting nay)

 

 

Committee and Chairman’s Comments

Commissioner Cooper wanted an update on the mileage/travel issue.  Chair Timmer explained the motions that will be coming out of the Legislative and Natural Resources Committee to seek recommendations from Michigan Association of Counties and also to hire independent counsel to consider the issue. 

 

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 5:45 p.m.

 

 

 

 

__________________________________                         __________________________________

Kelly J. Beaune, Recorder                                                           Richard Timmer, Chairperson