FINANCE, CLAIMS AND ACCOUNTS COMMITTEE
MEETING MINUTES
May 10, 2007
A regular meeting of the Chippewa County Board of
Commissioners’ Finance, Claims and Accounts Committee was held on Thursday, May
10, 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: Earl Kay and Scott Shackleton
MEMBERS
ABSENT: None
OTHERS PRESENT: Marilyn
McDonald, Kathy Munson, Diane Cork, Jim German, Debbie Sirk, Jeannie Goeschel,
Cynthia Morley, Chuck Leonhardt, Phil Wolf, Anderson, Tackman & Co; 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.
Correspondence and Information Items:
The Committee received the monthly Treasurer’s report, monthly travel report, and a letter from the Department of Treasury.
Presentation
of Annual Draft Audit
Auditor Phil Wolfe presented and reviewed documents included in the annual audit report, the independent auditor’s opinion, and general fund balance sheet, a number of graphs, his Report to Management and the meaning of each section of the report. The Committee discussed issues concerning the FY2006 Audit. Discussion included the County fund balance, and the unqualified opinion which was received.
It was moved by Commissioner Moore, supported by Commissioner Postula,
to accept the FY2006 Draft Audit report as presented, subject to change for the
required federal reports. On a voice vote, the motion was CARRIED.
Agenda Items –
Multi-Purpose Collaborative Body Dues
The Committee received and
reviewed the invoice billing for $100.00 to pay the Chippewa County
Multi-Purpose Collaborative Body dues.
It was moved by
Commissioner Moore, supported by Commissioner LaJoie, to approve the payment of
$100.00 in dues to the Chippewa County MPCB.
On a voice vote, the motion was CARRIED.
UP RC&D Dues
The Committee reviewed the
dues notice of $300.00 and the financial report and background of the Upper
Peninsula Resource Conservation and Development Council.
It was moved by
Commissioner Moore, supported by Commissioner LaJoie, to approve the payment of
$300.00 in dues to the UP RC&D. On
a voice vote, the motion was CARRIED.
Letter of Agency
(Avaya)
The Committee was given a
brief overview of the County’s telephone system, and the expiring maintenance
agreement proposed monthly increase.
Permission was sought to sign the letter of agency with Larry Swetich,
GEE! Communications, whose group installed and upgraded the Definity and
Intuity Systems with Chippewa County.
It was moved by
Commissioner LaJoie, supported by Commissioner Moore, to approve the letter of
agency as presented, so that the County’s Communication System can be reviewed
for possible changes to reduce the proposed service agreements monthly payment. On a voice vote, the motion was CARRIED.
MAC Urgent Alert
The Committee reviewed the
MAC Urgent Alert regarding the budget discussions of the FY07 convention
facility fund, which Chippewa County has already receipted in and per the state
statute forwarded 50% of those funds to Substance Abuse Agency in
Marquette. The Committee was also given
a sample letter to the editor to be released.
Discussion ensued.
It was moved by
Commissioner Moore, supported by Commissioner LaJoie, to first contact Senate
and House members to verify its need; and to then customize the letter for
publishing if necessary. On a voice
vote, the motion was CARRIED.
Request for
Proposals
The Committee received and
reviewed three separate requests for proposals for the following: 1) Cost
Allocation Plan, 2) Audit Services and 3) 12 Desktop Computers. Approval to advertise the proposals was
requested.
It was moved by
Commissioner LaJoie, supported by Commissioner Moore, to approve the three
requests for proposals as presented and to advertise the following requests: 1)
Cost Allocation Plan, 2) Audit Services and 3) 12 Desktop Computers. On a voice vote, the motion was CARRIED.
Motion from
Legislative & Natural Resources
The Committee received
information from the Legislative Committee regarding revising the Code of
Ethics and establishing a Benefits & Compensation Policy for the
Commissioners for review. No action was
taken.
The Committee also
received information regarding repealing the Controller’s Act, as well as, the
Administrator/CFO job description, and the proposed budget as requested by the
Legislative Committee. No action was
taken.
FY2008 Budget
Schedule
A tentative FY2008 Budget
schedule was presented to the Committee for comment and approval
It was moved by
Commissioner LaJoie, supported by Commissioner Postula, to approve the FY2008
Budget schedule with changes to be made.
On a voice vote, the motion CARRIED
Finance – Virus
infection cost
The Committee was
presented with the costs to date paid by the County due to the virus infection
and the upgrade needed. Total expenses
to-date is $9,949.61.
Crime Victim –
Budget Amendment
The Committee reviewed the
budget amendments with Chuck Leonhardt, as follows:
Revenue Original Budget Amendment Amended
268-000-675.000 0 5000.00 5000.00
Expenditures
264-000-704.000 0 10000.00 10000.00
264-000-706.000 1944.00 -944.00 1000.00
264-000-715.000 0 2000.00 2000.00
264-000-860.000 0 2000.00 2000.00
264-000-861.000 0 1000.00 1000.00
268-000-960.000 0 5000.00 5000.00
It was moved by
Commissioner LaJoie, supported by Commissioner Postula, to approve the budget
amendments as presented. On a voice
vote, the motion CARRIED.
Claims and Accounts
The monthly claims and accounts report were presented.
It was moved by Commissioner Moore, supported by Commissioner LaJoie,
to recommend the approval of general fund claims totaling $319,025.75, other
fund claims of $104,898.37, payroll of $378,374.32 and health department claims
of $567,542.78, total claims of $1,369,841.22, vouchers 42981 through 43249 and
D-1 through D-66.
Committee and Chairman’s Comments
The Chairman and Committee discussed the proposed bike trail, and the meeting attended by Chairman Timmer and Commissioner Cooper, who both provided information regarding the project, including discussion on the funding unit, the developmental plan which can seek heritage monies for the project.
Adjourn
It was moved by Commissioner Cooper,
seconded by Commissioner LaJoie, to adjourn the meeting. On a voice vote, the motion was CARRIED.
Chairperson Timmer declared the meeting adjourned at 6:10 p.m.
__________________________________ __________________________________
Kelly J. Beaune, Recorder Richard
Timmer, Chairperson