The Chippewa County Board of Commissioners met in regular session on Monday, March 10, 2008 at 5:00 p.m. in the Courtroom of the Chippewa County Courthouse.
Present: Commissioners Ted Postula, Don Cooper, Scott Shackleton, Richard Timmer, Bernard LaJoie, Jim Moore and Chairman Earl Kay
Also Present: Marilyn McDonald, County Treasurer, Tim McKee, OES/9-1-1 Director, Robert Savoie, Under Sheriff, Grant Ross, Frank Blissett, Jesse Knoll, Jim German, Bud Willis, Jeff Burnett, Kathy Cairns, Dan Cairns, Scott Brand, Tina Ojala, Lowell Ulrich, Probate Judge, Joe Paczkowski, Don and Chris McLean, Barry O’Connor, Steve Rodenroth, Louis McDonald, Don Holt, Rich Crawford, Kelly Beaune, Acting Controller, and Diane Cork, County Clerk
It was moved by Commissioner LaJoie, supported by Commissioner Timmer, to acknowledge the correspondence received in the Clerk’s Office and if necessary, forward to the appropriate committee. On a voice vote, the motion carried unanimously.
It was moved by Commissioner LaJoie, supported by Commissioner Timmer, to approve the County Board minutes of February 13, 2008, Work Session Interview minutes of February 27, 2008 and Building Authority meeting minutes of March 5, 2008 with the correction on page 10, paragraph 3 of the County Board meeting minutes which reads in part” moved by Commissioner Timmer, supported by Commissioner Timmer, to read “moved by Commissioner Timmer, supported by Commissioner Moore”. With that correction the motion carried unanimously.
Jeffrey Burnett – requested that the County Board make the County Clerk return his money that was paid for an Appeal case in the 50th Circuit Court.
Unnamed Individual – spoke about treatment that he received from a Sheriff’s Deputy on a 9-1-1 call to his Dafter residence.
Don McLean – requested a change in the County Board meeting time and thought that the meetings should be televised for acoustic purposes and commented on the County Administrator’s position.
Derek Myerscough – corrected the Public comments section of the February 13, 2008 Board minutes when he spoke of the County Road Commission not the EUP Transpo Authority asked about per diem for County Board members and commented on the appointment to the HBH Board.
Chris McLean – spoke of ethics re: CEO of HBH, representation on the HBH Board and the location of the main office of HBH.
Jesse Knoll – made a comment on the County Board meeting time.
Barry O’Connor – spoke on the bidding process of the County Road Commission re: purchase of vehicle from Newberry Motors and the numerous calls he has received agreeing with him.
Louis MacDonald – Mr. MacDonald is a Road Commission Board Chairman and defended the Road Commission purchase saying that they did nothing wrong and that a lot of false information was going around
Rich Crawford – Mr. Crawford is an employee of Chippewa Motors and felt the purchase process was unfair
Don Holt – Mr. Holt is a Road Commission Board member and commented that he thought the number of calls Mr. O’Connor received were from Road Commission employees who are currently in union negotiations and the auditors said the Road Commission was in compliance with the vehicle purchase
CONTROLLERS REPORT: Kelly Beaune, Acting Controller – Informational purposes only
At the last meeting of the Chippewa County Board of Commissioners held on February 13, 2008, three persons were nominated as candidates for the vacancy on the Hiawathaland Behavioral Board. Inadvertently, the name of Kathy Cairns was skipped as an applicant/nominee.
It was moved by Commissioner LaJoie, supported by Commissioner Postula, to nominate Kathy Cairns as a nominee for the vacancy on the HBH board. On a voice vote, the motion carried unanimously.
The nominees for the appointment to the HBH Board are as follows: Kathy Cairns, Angela Carr, Ronald Meister and Derek Myerscough
On a roll call vote for the appointment to the HBH board the results are as follows:
Don Cooper – Ron Meister; Scott Shackleton – Ron Meister; Bernard LaJoie – Ron Meister; Ted Postula – Kathy Cairns; James Moore – Angela Carr; Richard Timmer – Ron Meister; Earl Kay – Ron Meister
Ron Meister – 5, Cathy Cairns – 1, Angela Carr - 1
Ron Meister was appointed to the Hiawathland Behavorial Board for a term to expire March 31, 2011.
The term of Jim German, a current member on the HBH Board, is about to expire and the position will need to be filled.
It was moved by Commissioner Moore, supported by Commissioner LaJoie, to accept the nominations of Kathy Cairns, Angela Carr, Jim German, Derek Myerscough and Shelley White-Thomas for the vacancy on the Hiawathaland Behavioral Board to be voted on at the next regularly scheduled County Board meeting in April. On a voice vote, the motion carried unanimously.
It was moved by Commissioner LaJoie, supported by Commissioner Postula, to appoint Jim German to the position of Chippewa County Administrator.
Considerable discussion was held on qualifications, expertise for the position and expectations of the County Board.
The roll call vote record is as follows:
Commissioner Cooper – No; Commissioner Shackleton – No; Commissioner LaJoie – Yes; Commissioner Moore – Yes; Commissioner Postula – Yes; Commissioner Timmer – No; Earl Kay – Yes. (4 – Yes, 3 – No)
Jim German was appointed to the position of Chippewa County Administrator.
STANDING COMMITTEE REPORTS:
Personnel – Bernard LaJoie – February 20, 2008
The Committee reviewed a request from Sheriff Moran, to fill the vacant position of Brian Mulder with new hire David Spencer effective February 19, 2008. Mr. Spencer has been with the Sheriff’s Department since July 2006.
It was moved by Commissioner LaJoie, supported by Commissioner Moore, to support Sheriff Moran’s request to hire replacement Correction’s Officer David Spencer full-time effective February 19, 2008. On a voice vote, the motion carried unanimously.
Having no further action items, it was moved by Commissioner LaJoie, supported by Commissioner Moore, to accept the meeting minutes as presented. On a voice vote, the motion carried unanimously.
Equalization – Jim Moore – No meeting
Health & Social Services – Ted Postula – No meeting
Building, Grounds and Jail – Earl Kay – February 19, 2008
The Committee reviewed a proposal for topographic surveying and soil borings from Northwoods Land Surveying, if authorized immediately, the County could save $1,000 in mobilization fees, as the sub-contractor UP Engineers, will be deployed in this area on February 25th to perform work for two separate projects. Discussion followed including limited providers, and the necessities to move forward with the Jail Expansion project.
It was moved by Commissioner Postula, supported by Commission Moore, to approve Northwoods Land surveying to perform a topographic survey, which would include the face of the existing facility South to the centerline of Spruce Street, at a cost not to exceed $1,200 and to approve the price of $4,300 for UP engineers to perform the necessary soil borings and make foundation recommendations to Gundlach Champion. The County’s bidding procedure will be waived based on limited provider of services.
Discussion followed on the bidding procedure.
On a voice vote, the motion carried with Commissioner Cooper voting no.
Having no further actions items, it was moved by Commissioner Timmer, supported by Commissioner Postula, to accept the Committee report as presented. On a voice vote, the motion carried unanimously.
Transportation – Ted Postula – No meeting
Legislative & Natural Resources – Richard Timmer – No meeting
Computer – Don Cooper – No meeting
Finance, Claims & Accounts – Richard Timmer – March 6, 2008
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.
It was moved by Commissioner Timmer, supported by Commissioner Moore, 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 unanimously.
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 Timmer, supported by Commissioner LaJoie, to approve the 63 month lease with National Office Products fro the IJ 60 mailing machine at a cost of $127.45 per month. On a voice vote, the motion carried unanimously.
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 Timmer, supported by Commissioner Postula, to approve the price of $6,555 from DS Tech to purchase the Automated Software Patch Management solution software, to be paid for with grant monies, if awarded, or the general fund dollars if grant monies are not available. On a voice vote the motion carried unanimously. It was noted that Mr. McKee has secured grant money for the total amount.
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’ listing; as well as, vendor requirements to provide bids.
It was moved by Commissioner Timmer, supported by Commissioner Moore, to refuse the current bids and to re-bid the 14 desktop computers on a broader span and to include those vendors that had previously submitted bids. The bid prices that have been received will not be made public.
On discussion, Commissioner Shackleton noted that after looking at the bids and doing some research the bids were not out of line. He still thought re-bidding should go ahead but that the Information Department should put together a list of qualified vendors and make sure that the County does get the best deal possible.
On a voice vote, the motion carried unanimously.
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 Timmer, supported by Commissioner Moore, 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 carried with Commissioner Timmer voting no.
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 requested so that the correct action can be taken.
It was moved by Commissioner Timmer, supported by Commissioner Moore, to seek bids for materials and labor to replace eight (8) cracked windows in the Courthouse. On a voice vote, the motion carried unanimously.
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 Timmer, supported by Commissioner Moore, 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 unanimously.
Finance – Claims and Accounts
The monthly claims and accounts reports were presented.
It was moved by Commissioner Timmer, supported by Commissioner Postula, 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.
On a voice vote, the motion carried unanimously.
No further action items were necessary. It was moved by Commissioner Timmer, supported by Commissioner Moore, to accept the report of the Finance, Claims and Accounts Committee as presented. On a voice vote, the motion carried unanimously.
It was moved by Commissioner Cooper, supported by Commissioner Timmer, to recommend adoption of the following Resolution 08-07 as follows:
RSOLUTION IN APPRECIATION AND SPECIAL RECOGNITION
OF EAGLE SCOUT ROBERT NORMAN SAMPSON
WHEREAS, to earn the Eagle Scout rank, the highest advancement rank in Scouting, a Boy Scout must fulfill requirements in the areas of leadership, service, and outdoor skills, and
WHEREAS, although many options are available to demonstrate proficiency in these areas, a number of specifics are required to advance through the ranks – Tenderfoot, Second Class, First Class, Star, Life, and Eagle, and
WHEREAS, to advance, a Boy Scout must pass specific tests that are organized by requirements and merit badges, and
WHEREAS, at each of his rank advancements, a Boy Scout takes part in a Scoutmaster Conference, and beginning with the Star rank, and continuing through Life and Eagle, a Scout must demonstrate participation in increasingly more responsible service projects.
WHEREAS, advancement, one of the eight methods by which the aims of Scouting are achieved, has four steps through each award level, and WHEREAS, first the Scout learns; second the Scout is tested; third the Scout is reviewed and fourth the Scout is recognized, and the final step in advancement involves presentation of the badge, usually at a ceremony before the entire troop, and
WHEREAS, Robert Norman Sampson achieved the Eagle Scout rank on September 21, 2007, upon completion of his Eagle Project of a rosary garden a the Nativity Church, which includes eleven crosses, significant of the ten payers of the rosary and one indicating the beginning, and
NOW, THEREFORE, BE IT RESOLVED, as follows:
1. That the Chippewa County Board of Commissioners respectfully dedicates this document to honor Robert Norman Sampson and records its pride in his achievement of Eagle Scout with the boy Scouts program.
2. That the Chippewa County Board of Commissioners extends their best wishes to Robert Norman Sampson for many years of continued success.
A ROLL CALL VOTE WAS TAKEN AS FOLLOWS:
AYES: Commissioners Ted Postula, Don Cooper, Scott Shackleton, Richard Timmer, Bernard LaJoie, Jim Moore and Chairman Earl Kay
RESOLUTION DECLARED ADOPTED.
It was moved by Commissioner Moore, supported by Commissioner Postula, to recommend adoption of the following Resolution 08-08:
BUILDING AUTHORITY REFUNDING CONTRACT
COUNTY OF CHIPPEWA, STATE OF MICHIGAN
WHEREAS, it is deemed reasonable and economically advantageous for the Chippewa County Building Authority (the “AUTHORITY”) to take the necessary steps under the provisions of Act 31, Public Acts of Michigan, 1948, 1st extra session as amended, and Act 34, Public Acts of Michigan 2001, as amended, to issue refunding bonds to refund certain bonds previously issued to pay the costs of acquiring and constructing County facilities consisting of office space and detention facilities located in and benefiting the County of Chippewa (the “COUNTY”); and
WHEREAS, the AUTHORITY and the COUNTY have negotiated a contract providing for such refunding, by the terms of which contract the COUNTY is obligated to pay the debt service on such refunding bonds to the AUTHORITY in installments as therein provided, a copy of which contract is attached to this resolution and incorporated by reference; and
WHEREAS, said refunding is desirable and necessary to reduce the capital costs of such facilities to the COUNTY;
NOW, THEREFORE, BE IT RESOLVED THAT:
1. This Commission hereby approves the Refunding Contract as hereto attached.
2. The Chairman of this Commission and the County Clerk are authorized to execute immediately and deliver to the Authority the Refunding Contract approved by this resolution. Said refunding contract shall become binding and effective upon the approval thereof by resolution of the Board of Commissioners of the AUTHORITY and the execution thereof.
3. This Commission does hereby ratify and confirm its covenant in the aforesaid Contract to levy ad valorem taxes against all taxable property in the COUNTY to the extent necessary to meet the obligations of the COUNTY thereunder in the event revenues from other sources are insufficient for any reason whatsoever. Any such taxes levied to pay the Cash Rental under said Contract shall be without limit as to the rate or amount in the manner provided by law.
4. The COUNTY hereby covenants to comply with the continuing disclosure requirements of Securities and Exchange Commission Rule 15c2-12 (the “Rule”) and appoints the County Finance Director as its Disclosure Representative in accordance with the Rule. The Chair of this Commission, County Clerk or Finance Director be and are hereby authorized to execute any document or certificate necessary to authorize, sell and deliver the refunding bonds.
5. In the event it is determined that the COUNTY will issue less than $10,000,000 in tax exempt debt during calendar year 2008 the COUNTY hereby designates the refunding bonds as qualified tax exempt bonds for purposes of deduction of interest by financial institutions.
6. All resolutions and parts of resolutions insofar as the same conflict with the provisions of this resolution be and the same hereby are rescinded.
ON A ROLL CALL VOTE:
AYES: Commissioners Ted Postula, Don Cooper, Scott Shackleton, Richard Timmer, Bernard LaJoie, Jim Moore and Chairman Earl Kay
RESOLUTION DECLARD ADOPTED.
Commissioner Shackleton stated that a lot of discussion has taken place over the past few weeks about the County Road Commission. He explained to those in the audience that a lot of people think that the Road Commission is part of the Chippewa County governmental structure when in fact it is not. It is a separate entity. The County’s role is only that of appointing board members. The Road Commission is not under the umbrella, directly, of Chippewa County government.
The Board was provided with requests from the Shipwreck Historical Society and the EUP Community Dispute Resolution Center in the amount of $20,000.00 and $8,000.00 respectively for Chippewa County to be the pass through agent for 2% Funding request on their behalf.
It was moved by Commissioner Shackleton, supported by Commissioner Cooper, to approve the requests from the Shipwreck Historical Society and EUP Community Dispute Resolution Center as presented. On a voice vote, the motion carried with Commissioner Timmer voting no.
Discussion was held on information in the Commissioner’s packet concerning correspondence received by the Clerk asking for approval of ballot wording to be presented to the Chippewa County Election Commission.
A request was presented by Commissioner Shackleton asking that a letter be sent to all the applicants for the Chippewa County Administrator’s position informing them that the position has been filled.
Martin Cottle, EUP Snowmobile Council, presented the County Board with a check for $1,500 explaining that the money was a contribution to the Sheriff’s Department to help them with their matching grant. Seven dollars from each registration fee goes into a special fund and is divided among 4 counties, Chippewa, Luce, Mackinac and Schoolcraft.
Commissioner Timmer commented on what a fantastic job the Snowmobile Council does grooming the trails.
Having no further business, it was moved by Commissioner Timmer, supported by Commissioner LaJoie, to adjourn. On a voice vote, the motion carried unanimously. The Board did adjourn at 6:29 p.m.
Diane S. Cork, Clerk
Earl Kay Chairman