COUNTY BOARD OF COMMISSIONERS

WORK SESSION MEETING MINUTES

November 28, 2007

 

A work session of the Chippewa County Board of Commissioners was held on Wednesday, November 28, 2007 at the Chippewa County Courthouse in Sault Ste. Marie, Michigan. Chairman Kay called the meeting to order at 5:30 p.m. with a quorum present.

 

MEMBERS PRESENT:       Bernie LaJoie, Dick Timmer, Earl Kay, Don Cooper, Scott Shackleton and Jim Moore (5:45 pm)

 

MEMBERS ABSENT:          Ted Postula

 

OTHERS PRESENT:            Phil Wolf, Anderson Tackman & Co; Elizabeth Church, Julie Beck and Kelly Beaune, Recorder

 

Additions / Deletions to the Agenda

Chairman Kay called for additions or deletions to the agenda. 

 

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

 

Agenda Item – Fraud Policy – Phil Wolf, Anderson, Tackman & Co

The Committee met to discuss a proposed Fraud Policy, with Phil Wolf; who had received and reviewed a copy of the proposed Code of Conduct policy, which did not relate specifically to the procedures followed if County officials detect fraud specifically within the organization.  The policy, which is not mandated by law or any other authority, needs to convey procedures which would be followed in the event fraud is uncovered.  The Committee reviewed a hand-out provided regarding Fraud Risk: The Three-legged Stool: *Management/internal audit; *Board of Directors; *External auditors.  The proposed Fraud Policy drafted by the Legislative & Natural Resources Committee dated May 16, 2007 was reviewed next by the Committee, and will read as follows based upon recommendations:

 

The County as the Employer is responsible for the detection and prevention of fraud, misappropriations, theft and other inappropriate conduct.  Fraud is defined as the intentional, false representation or concealment of a material fact for the purpose of inducing another to act upon it to his or her injury.  All employees of the County will be familiar with the types of improprieties that might occur within his or her area of responsibility, and be alert for any indication of irregularity.

 

Any fraud that is detected or suspected must be reported immediately to an appropriate law enforcement agency, who coordinates all investigations with the Legal Department and other affected areas, both internal and external.  Any fraud reports made in good faith will not lead to any retribution.

 

An employee who discovers or suspects fraudulent activity will contact their supervisor, a law enforcement agency, County Administration or Board Chair immediately.  The employee or other complainant may remain anonymous.  All inquires concerning the activity under investigation from the suspected individual, his or her attorney or representative, or any other inquirer should be directed to the Investigation Unit or the Legal Department.  No information concerning the status of an investigation will be given out.  The proper response to any inquiries is: “I am not at liberty to discuss this matter.”  Under no circumstances should any reference be made to “the allegation,” “the crime,” “the fraud,” “the forgery.” “the misappropriations,” or any other specific reference.

 

Actions constituting fraud:

The term defalcation, misappropriation, and other fiscal wrongdoings refer to, but are not limited to:

 

  • Any dishonest or fraudulent act
  • Forgery or altercation of any document or account belonging to the Company
  • Forgery or alterations of a check, bank draft, or any other financial document
  • Misappropriation of funds, securities, supplies, or other assets
  • Impropriety in the handling or reporting of money or financial transactions

 

The Chippewa County Board of Commissioners is responsible for the administration, revision, interpretation, and application of this policy.  The policy will be reviewed annually and revised as needed.

 

Agenda Item – Public Defenders re: Sault Tribe contracts

The Committee previously approved a letter be sent to the Public Defenders regarding the current contracts held by the County employees and the Sault Ste. Marie Tribe of Chippewa Indians.  Liz Church addressed the Committee regarding the Public Defenders Office credentials, including transcripts from Courts, and letters and cards of thanks and appreciation from citizens who have been represented by the Office. She reviewed the three grievances that have been filed against her in the past five years, and expressed her pride in the job she does in representing citizens of Chippewa County.  The Committee expressed their displeasure with the Public Defenders regarding the Contracts, with regards to conflict of interest, accountability, billable hours, County resources, incompatibility, as well as, principle.  A secondary employment policy was also discussed with samples provided to the Committee.  Timesheets for the accountability of all County employees was discussed, the timesheets would have in and out times, instead of the current method which is used, just showing the total hours per day.  Commissioner LaJoie suggested that the Public Defenders Office be afforded 40 hours per week in the FY08 Budget, which could include an exclusive clause, for the attorneys, to eliminate the outside employment.

 

Adjourn

The meeting adjourned at 7:00 p.m.

 

 

 

______________________________            _______________________________

Kelly J. Beaune, Recorder                                Earl Kay, Chairman