FINANCE, CLAIMS AND ACCOUNTS COMMITTEE
MEETING MINUTES
A regular meeting of the
Chippewa County Board of Commissioners’ Finance, Claims and Accounts Committee
was held on
MEMBERS PRESENT: Richard Timmer, Don Cooper, Bernie LaJoie, Ted Postula,
and James Moore
OTHER
COMMISSIONERS PRESENT: Earl
Kay and Scott Shackleton
MEMBERS ABSENT: None
OTHERS PRESENT: Derek Myerscough,
Additions / Deletions to
the Agenda
Chairman Timmer called for
additions or deletions to the agenda.
It was moved by Commissioner LaJoie, seconded by
Commissioner Postula, to approve the agenda as changed adding Approvals - #8 Fire and Ambulance.
On a voice vote, the motion was CARRIED.
No
public comments were offered.
Correspondence and Information Items:
The Committee received the
monthly Treasurer’s report, monthly travel reports, Medical examiners rate
increase (Spectrum Health), January Animal Shelter in kind contributions and
the FY08 Court Equity Fund projection.
The in kind contributions were briefly discussed.
It
was moved by Commissioner Moore, supported by Commissioner LaJoie, to approve
and authorize Chair signature for professional agreements with Northwoods Land
Surveying covering 51 corners at $61,200; Meridian Consultants covering 39
corners at $46,800; the Administration contact for $8,800 and five (5) peer
review contracts covering approximately 80 hours and $3,700. On a voice vote, the motion CARRIED.
The
Committee briefly reviewed Resolutions “Final 911 Service Plan” and “To Adopt
Monthly
Approvals – Out of town travel
The Committee reviewed a request
for out of state travel by OES Director Tim McKee, who has been invited by the
USCG to participate in an Area Maritime Security Committee conference in
It
was moved by Commissioner Moore, supported by Commissioner Postula, to approve
the out of state travel request for Tim McKee, to attend the Area Maritime
Security Committee Conference in St. Louis, Missouri. On a voice vote, the motion CARRIED.
Approvals – UPCAP, Inc 2008 dues
The Committee reviewed the 2008
UPCAP Services, Inc dues billing, and briefly discussed the services provided
by UPCAP.
It was moved by Commissioner Moore, supported by
Commissioner LaJoie, to approve the payment of $1,200 for the 2008 UPCAP
Services dues. On a voice vote, the
motion was CARRIED.
Approvals – MAC 2008 dues
The
Committee received and reviewed the 2008 County dues request from Michigan
Association of Counties.
It was moved by Commissioner
Moore, supported by Commissioner Postula, to approve payment of the 2008
Approvals –
The
Committee was provided with a request from the Chippewa County Road Commission
requesting the Chippewa County Board of Commissioners’ share in the cost of
ordering 10,000 new maps for FY08.
It was moved by Commissioner
Postula, supported by Commissioner Cooper, to approve an allocation and budget
amendment from the County’s FY08 fund balance of $5,000 to the Chippewa County
Road Commission to cover one half of the cost for 10,000 maps – with the
stipulation that one half of the maps be delivered to the County. On a voice vote, the motion was CARRIED.
Approvals – 2% Funding request - Area Community
Hockey Association
The
Committee received 2% Funding request documentation requesting Chippewa County
to act as the pass through for the Area Community Hockey Assistance program,
who is requesting funds of $60,000 to fund both the ‘Diane Floyd Youth
Development Fund’ and the ‘John Caster Youth Development Fund’. The Committee discussed the 2% Funding
requests at length, including previous granted requests, the auditors report,
and the criteria previously established by the Board to establish restrictions
for granting the requests.
It was moved by Commissioner
LaJoie, supported by Commissioner Moore, to approve and authorize signature for
the 2% Funding Request for the Area Community Hockey Assistance program. On a voice vote, the motion CARRIED. (4-1
Commissioner Postula voting nay)
The Committee reviewed the
request for bids for fourteen (14) Desktop Computers and a request for
proposals for Automated Software Patch Management Solution. The Information Systems personnel provided a
breakdown of the computers to be replaced, one error being noted on the front
counter District Court computer which was purchased in 2003 not 2007. The request for proposals for the Automated
Software Patch Management Solution was briefly discussed also, as grant monies
will be sought to cover this expenditure, the deadline for proposal submission
will be adjusted to meet grant deadlines.
The Committee reviewed three
quotes to replace the existing Ricoh FT3213 copy machine; Sault Printing
offered a Ricoh MP 161 (16 pages-per-minute) copier at a price of $1,100. National Offices offered two options for replacement:
a Muratec MFX 1450D at $1,450 and a MFX 1330D (13 pages-per-minute) for
$999. Discussion followed.
It was moved by Commissioner
LaJoie, supported by Commissioner Moore, to purchase the Ricoh MP 161 (16
pages-per-minute) copier from Sault Printing Company at the price of $1,100.00.
On a voice vote, the motion CARRIED.
Clarification of a previous
motion to pay back entities owed money from the OES millage was discussed, and
the motion was to pay back the entities back to where firm records illustrate
the amounts that are owed.
Finance – Jail Expansion funding
The Committee reviewed documentation provided from previous meetings,
along with the recommendation of the Building & Grounds Committee to fund
to the Jail Expansion with the DTRF based on assumptions and calculations
provided by Chuck Leonhardt, as well as, a schedule of paying off the old and
new debt by 2017. The new debt will be
paid back to the DTRF with interest. Discussion
followed including providing a resolution providing clarification and
verification of repayment schedule.
It was moved by Commissioner Moore,
supported by Commissioner LaJoie, to approve the jail expansion funding option
of borrowing from the DTRF, and providing a resolution of repayment
verification, upon the final GMP. On a
voice vote, the motion was CARRIED. (4
– 1 Commissioner Cooper voting nay)
Finance – City/County Building Purchase
agreement
The Committee reviewed an updated purchase agreement for the purchase
of the City’s portion of interest in the City/County building. The purchase agreement reflected the changes
previously requested by the Building & Grounds Committee, along with other
Commissioners who were present at the Committee meeting.
It was moved by Commissioner Moore,
supported by Commissioner Postula, to approve the purchase agreement in the
amount of $750,000 to purchase the City’s portion of the City/County Building
located at 325 Court Street, Sault Ste. Marie,
Finance - Claims and Accounts
The monthly claims and accounts report
were presented.
It was moved by Commissioner LaJoie, supported by
Commissioner Postula, to recommend the approval of general fund claims totaling
$370,351.59, other fund claims of $231,627.73, payroll of $401,204.10 and
health department claims of $615,051.48, total claims of $1,849,862.63,
vouchers 1237 through 1489 and A-1 through A-266.
Closed Session
It was moved by Commissioner
LaJoie, seconded by Commissioner Moore, to enter into a closed session to discuss
labor contracts and negotiations, pursuant to Section 8(c) of the Open Meetings
Act, Act 267, P.A. 1976, as amended, being MCL 15.268(c). A roll call vote was taken as follows: Timmer - Yes; Postula – Yes; LaJoie – Yes;
Cooper – Yes; Moore - Yes. Motion CARRIED.
It was moved by Commissioner
LaJoie, seconded by Commissioner Moore, to resume the open session meeting of
the Finance, Claims and Accounts Committee.
A roll call vote was taken as follows:
Timmer - Yes; Postula – Yes; LaJoie – Yes; Cooper – Yes; Moore -
Yes. Motion CARRIED.
It was moved by Commissioner
LaJoie, supported by Commissioner Postula, to approve and authorize the GELC
labor contract with Central Dispatch and
Committee and Chairman’s Comments
Commissioner
Cooper requested the amount paid to GHL for services provided, and inquired
about the trial balance for FY07.
Commissioner Kay notified the Committee regarding the shredding project,
and potential expenditures exceeding policy requirements. Brief discussion concluded to wait until
billed, to see if action will be required.
Adjourn
It was moved by Commissioner LaJoie, seconded by
Commissioner Postula, to adjourn the meeting.
On a voice vote, the motion was CARRIED.
Chairperson Timmer declared the
meeting adjourned at
__________________________________ __________________________________
Kelly J. Beaune, Recorder Richard Timmer,
Chairperson