FINANCE, CLAIMS AND ACCOUNTS COMMITTEE

MEETING MINUTES

 

March 6, 2008

 

A regular meeting of the Chippewa County Board of Commissioners’ Finance, Claims and Accounts Committee was held on Thursday, March 6, 2008 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, Don Cooper, Bernie LaJoie, Ted Postula, and James Moore

OTHER

COMMISSIONERS PRESENT:     Earl Kay and Scott Shackleton

 

MEMBERS ABSENT:                     None

 

OTHERS PRESENT:                        Derek Myerscough, Jim German, Dave Martin, Jesse Knoll, Debbie Sirk 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 Postula, to approve the agenda upon correction of voucher numbers.  On a voice vote, the motion was CARRIED.

 

Public Comments

Chairman Timmer called for public comments.  Derek Myerscough questioned the Commissioners per diem charges with regards to attendance to the Road Commission/Transportation meetings.

 

Correspondence and Information Items:

The Committee received the monthly Treasurer’s report, monthly travel report and a copy of an award letter from Maddie’s Fund regarding a $5,000 grant to the Guardian Angels for Animals.

 

Chippewa County Health Department – Dave Martin

Dave Martin addressed the Committee regarding the recent changes at the Health Department, and gave a general update on the Medical Examiner and Medical Director’s positions.  The update included the number of cases, the ME’s role, as well as, new policies to improve communication and transportation, and authorizing investigators to assist with cases.  The Medical Director position was also discussed, with regards to mentoring requirements and needed classes.  Home Health billing requirements and changes were also discussed.

 

Approvals – Fee for Actuarial Valuation for Retiree Health Care Plan $11,290

The Committee received a proposal from Gabriel Roeder Smith & Company who by County request provided a quote based on previous information and recommendations.  The letter outlined the services to be provided and cost to provide the valuation.  Discussion followed.

 

It was moved by Commissioner Moore, supported by Commissioner LaJoie, to check with Michigan Association of Counties for a template for an RFP, and to obtain a listing of companies that provide the services needed.  On a voice vote, the motion CARRIED.

 

 

Approvals – Mailing Machine 63 month lease

The Committee was updated on the maintenance expiration contract on the current mailing machine and provided with a new proposal to replace the current mailing machine, with a lease that will provide maintenance and rate change protection at a cost of $127.45 per month, compared to the current $214.99 per month, which is a 1st Quarter promotion option.

 

It was moved by Commissioner Moore, supported by Commissioner Postula, to approve the 63 month lease with National Office Products for the IJ 60 mailing machine at a cost of $127.45 per month.  On a voice vote, the motion CARRIED.

 

Approvals – RFQ – Bid Summary – Automated Software Patch Management Solution

The Committee reviewed the bid summary for the Automated Software Patch Management Solution, which one bid was received.  The Committee was reminded that grant monies are being sought to pay for this software.

 

It was moved by Commissioner LaJoie, supported by Commissioner Moore, to approve the price of $6,555 from DS Tech to purchase the Automated Software Patch Management Solution software, to be paid for with grants monies, if awarded, or the general fund dollars, if grant monies are not available.  On a voice vote, the motion was CARRIED.

 

Approvals – RFQ – Bid Summary – 14 Desktop Computers

The Committee received and reviewed the bid summary and individual bids from three vendors for the purchase of 14 desktop computers.  Discussion followed, including the normal bidding process; bidders’ listings; as well as, vendor requirements to provide bids.

 

It was moved by Commissioner Moore, supported by Commissioner Cooper, to refuse the currents bids and to re-bid the 14 desktop computers on a broader span.  On a voice vote, the motion was CARRIED.

 

Approvals – 2% Funding Requests

The Committee was provided with requests from the Chippewa County Historical Society, Soo Theatre Project., Inc., and Disabled American Veterans Transportation Fund requesting that Chippewa County be the pass through agent for 2% Funding Requests on their behalf respectively for amounts of $20,000, $50,000 and $5,000.  Discussion followed, including how to proceed in the future with the 2% requests as prior comments from Anderson Tackman & Co to the Board indicate a probable adverse action.

 

It was moved by Commissioner Postula, supported by Commissioner Cooper, to approve the requests from the Chippewa County Historical Society, Soo Theatre Project., Inc., and Disabled American Veterans Transportation Fund, as presented.  On a voice vote, the motion was CARRIED.

 

Action from Committee meetings – Building & Grounds

The Committee was presented with information regarding a previously voted on repair to the Courthouse, with regards to eight (8) cracked windows, clarification was wanted so that the correct action can be taken.

 

It was moved by Commissioner Moore, supported by Commissioner Cooper, to seek bids for materials and labor to replace eight (8) cracked windows in the Courthouse.  On a voice vote, the motion CARRIED.

 

Action from Committee meetings – Personnel

The Committee reviewed a motion from the Personnel regarding a request from Judge MacDonald, to hire replacement staff three (3) months prior to an upcoming retirement, so that cross training can be accomplished, with an estimated increase in wages and benefits of $8,294.56. 

 

It was moved by Commission Moore, supported by Commission LaJoie, to approve the request as presented from the Personnel Committee and Judge MacDonald.  On a voice vote, the motion CARRIED.

 

Contracts – Title IV-D – Amendment – FOC and PA

The Committee reviewed both the Title IV-D Cooperative Reimbursement Amendment contracts for Chippewa County Friend of the Court and the Prosecuting Attorney. 

 

It was moved by Commissioner Moore, supported by Commissioner Postula, to approve and authorize signature for both the Friend of the Court and Prosecuting Attorney Cooperative Reimbursement Amendment contracts.  On a voice vote, the motion CARRIED.

 

Finance - 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 $218,437.93, other fund claims of $73,257.86, payroll of $567,613.82 and health department claims of $691,673.29, total claims of $1,550,982.90, vouchers 1490 through 1685 and B-1 through B-151.

 

The Committee received a packet from the Chippewa County Building Authority seeking support of a Resolution so that refunding of the 1995 and 1999 Bonds can be sought, if at least a savings of $120,000.00 can be assured.

 

Committee and Chairman’s Comments

Commissioner Cooper inquired about the 2007 trial balance completion, and the FY08 fund balance.  Commissioner Cooper commented that answers to questions from public comment should be provided.

 

Adjourn

Chairperson Timmer declared the meeting adjourned at 6:02 p.m.

 

 

 

 

__________________________________    __________________________________

Kelly J. Beaune, Recorder                                Richard Timmer, Chairperson