The Chippewa County Board of Commissioners met in regular session on Monday, August 10, 2009 at 5:00 p.m. in the Courtroom of the Chippewa County Courthouse.

Present: Commissioners Ted Postula, Don Cooper, Jesse Knoll, Richard Timmer, Don McLean, Jim Moore and Chairman Scott Shackleton

Also Present: Sharon Kennedy, Equalization Director, Debbie Sirk, Frank Blisett, John Willis, Bud Willis, Dave Martin, Margie Hank, County Treasurer, Judge Lowell Ulrich, Sue Short, Brian Bartlett, Jim German, Administrator, and Diane Cork, Clerk

It was moved by Commissioner Postula, supported by Commissioner Cooper, to acknowledge the correspondence in the Clerk’s Officer and if necessary, forward to the appropriate committee. On a voice vote, the motion carried unanimously.

It was moved by Commissioner McLean, supported by Commissioner Knoll, to approve the County Board minutes of July 13, 2009 as presented by the Clerk. On a voice vote, the motion carried unanimously.

PUBLIC COMMENTS:

Diane Krueger, Chippewa County Health Department, spoke on the anti-viral priority schedule.

ADMINISTRATORS REPORT – Jim German – informational purposes only, no action items necessary

OLD BUSINESS:

A. Historical District Appointments – 2 for a one (1) year term

The candidates are as follows: Norma Castro, Mary June and Paul Sabourin

On the first appointee: Commissioners Cooper, Knoll, Shackleton, Postula, Moore and Timmer voted for Mary June. Commissioner McLean voted for Paul Sabourin

Mary June was reappointed for a one (1) term to the Historical District Commission.

On the second appointee: Commissioners Cooper, Knoll, Shackleton, McLean, Postula, Moore and Timmer voted for Paul Sabourin.

Paul Sabourin was appointed to a one (1) year term to the Historical District Commission.

STANDING COMMITTEES:

Personnel – Jim Moore – July 27, 2009

Mr. German noted that Kelly Mattson had been hired as a temporary secretary in the Public Defender’s Office while Marlene Murphy was on vacation. Chairman Moore had approved the hire per county policy. Mr. German noted that temporary personnel are hired at ninety percent of regular pay at the first step of the pay grade.

It was moved by Commissioner Moore, supported by Commissioner Postula, to approve the temporary hire of Kelly Mattson for the Public Defender secretarial position. On a voice vote, the motion carried with Commissioner Cooper voting no.

Discussion was held on the MERS Resolution that will be presented in the Finance Committee meeting. Discussion was held on the 2007 date that was entered in the resolutions along with MERS policy overruling the County’s policy.

Mr. German noted that there had been some problems with contacting the janitors on the weekend and overtime equalization issues. He asked that a paging system be put into place. Compensation would have to be discussed with the union. Mr. German noted that the compensation could be put into next year’s budget for approval.

It was moved by Commissioner Moore, supported by Commissioner Knoll, to approve a pager system for the janitors on the weekend and put the compensation into next year’s budget.

Extended discussion was held on the cost of pagers, compensation for the janitors, equal overtime and a staggered schedule for the janitors.

The motion carried with Commissioner Cooper voting no.

Having completed the report, it was moved by Commissioner Moore, supported by Commissioner Knoll, to approve the report as given. On a voice vote, the motion carried unanimously.

Equalization & Apportionment – Jim Moore – No meeting

Health & Social Services – Ted Postula – No meeting

Building, Grounds and Jail – Don McLean – July 15, 2009

One action item necessary.

Administrator German noted that as of late there were a number of security issues that had arisen at the Courthouse. He asked the Committee to begin exploring the possibility of a security system. Chairman McLean said that LSSU also might be able to provide and ongoing security study assistance.

It was moved by Commissioner McLean, supported by Commissioner Timmer, to begin exploring the feasibility of a security monitoring system at the Courthouse. On a voice vote the motion carried unanimously.

It was moved by Commissioner McLean, supported by Commissioner Timmer, to approve the report as presented. On a voice vote, the motion carried unanimously.

Transportation – Ted Postula – No date given

Commissioner Postula stated that the Committee met with the EDC Board. Discussion was held on a new local carrier for the airport. It was noted that the bidding process has not started and nothing is final yet.

Legislative & Natural Resources – Richard Timmer – August 4, 2009

A discussion took place on the County’s stockpile of Tamiflu and how is should be distributed in case of a flu pandemic. A prioritization list was presented from the Health Department. Commissioner Shackleton noted that he thought that Chippewa County’s stockpile of Tamiflu should be used for county personnel and not other entities. He also suggested that a dialogue should be set up with other entities to see if they were going to have their own stockpile. Administrator German noted that the Sheriff’s Department had not been contacted to see how much would be needed to keep law enforcement and jail operations running while at the same time providing Tamiflu to Federal Agencies that would be covered under the National Strategic Stockpile Program. Commissioner McLean noted that he thought the plan covered a wide variety of essential services in Chippewa County.

It was moved by Commissioner Timmer, supported by Commissioner McLean, to approve the prioritization list for Tamiflu Distribution from the County’s stockpile.

Discussion was held on the Federal government paying for their own flu vaccine and non county personnel paying for their own.

On the vote: the motion carried with Commissioner Shackleton voting no.

Having completed all action items, it was moved by Commissioner Timmer, supported by Commissioner Moore, to approve the report as given with a correction as to the time the meeting ended. On a voice vote, the motion carried unanimously.

Computer – Jesse Knoll – July 28, 2009

The Committee discussed the RFP the commission had approved as well as a back-up system for the server and an e-mail archiving system.

It was moved by Commissioner Knoll, supported by Commissioner Timmer, to include a back-up system for the Windows server and also do an RFP for an e-mail archiving system. On a voice vote, the motion carried unanimously.

The cost of upgrading existing Microsoft Office product was discussed. It was decided that the best course of action was to go with a site license. The cost would be roughly $30,000.

It was moved by Commissioner Knoll, supported by Commissioner Timmer, to include in next years budget request updated Microsoft Office software. On a voice vote, the motion carried unanimously.

A list of budget requests from Department Heads was presented by Brian Bartlett. The Committee thought the requests should be included in next year’s budget with the exception of a digital imaging system, and upgraded scanning system for the Treasurer and additional desktop computers for the Public Defender.

It was moved by Commissioner Knoll, supported by Commissioner Cooper, to include the requests in next years budget except for the upgraded scanning system, additional desktops for the Public Defender and the digital imaging system that should be looked at in the 2011 budget. On a voice vote, the motion carried unanimously.

Having no further action items, it was moved by Commissioner Knoll, supported by Commissioner Cooper, to accept the report as given. On a voice vote, the motion carried unanimously.

Finance, Claims and Accounts –Don Cooper – June 12, 2009

Phil Wolfe presented the annual audit. Varying sections of the audit were gone over in detail. This included how the audit is put together, the management discussion and analysis, long and short term liabilities and assets, findings, GASB requirements, two percent funding and other data. A lengthy discussion ensued.

It was moved by Commissioner Cooper, supported by Commissioner Knoll, to accept the audit, have it posed on the internet and at the Bayliss Public Library. On a voice vote, the motion carried unanimously.

Having completed the report, it was moved by Commissioner Cooper, supported by Commissioner Moore, to approve the report as given. On a voice vote, the motion carried unanimously.

Finance, Claims & Accounts – Don Cooper – August 6, 2009

The committee received the monthly Treasurer’s report, and the County’s travel report. A request from Administrator German to attend the upcoming MERS Conference was presented.

It was moved by Commissioner Moore, supported by Commissioner Timmer, to allow the Administrator to attend the MERS Conference. On a voice vote, the motion carried with Commissioner Cooper voting no.

It was moved by Commissioner Cooper to do the salary study. The motion was supported by Commissioner Moore. Discussion followed.

On a voice vote, the motion carried with Commissioners Knoll and Postula voting no.

A request from the Computer committee was presented. Administrator German noted that since the major network failure a few months back that the County had studied key points of failure. The Computer committee provided a list of equipment that would be needed to back up systems totaling approximately $25,000.

It was moved by Commissioner Cooper, supported by Commissioner Timmer, to proceed with the upgrades and have Brian Bartlett do a projected cost time line to begin implementation of backup computer systems with big ticket items coming out of the 2010 budget. Discussion followed on critical needs and available funds. On a voice vote, the motion carried unanimously.

A request from Community Action was presented to put a proposal on the ballot for a half mill millage for senior meals and programs for Chippewa County Seniors. The election cost would be approximately 18k-20k. County Clerk Diane Cork said that the funding could come out of her budget.

It was moved by Commissioner Cooper, supported by Commissioner Knoll to place the Community Action proposal for a half mill millage for Chippewa County seniors on the ballot and for the County to pay the costs associated with it out of the County Clerk’s Election Budget.

Extended discussion followed on where the additional $400,000 will be used which is above the money that the County has previously funded.

The motion carried unanimously.

The wording is as follows:

SENIOR SERVICES and PROGRAMS

MILLAGE PROPOSAL

(This proposal permits the COUNTY to increase its tax levy by .50 mills to provide operating funds for Chippewa County COMMUNITY ACTION AGENCY’S SENIOR SERVICES AND PROGRAMS IN CHIPPEWA COUNTY)

Shall the 15 mill limitation imposed under Article IX, Section 6 of the Michigan Constitution on general ad valorem taxes within CHIPPEWA COUNTY, MICHIGAN be increased by .50 mill ($0.50 per $1,000 of taxable value) for a period of FOUR years, being 2009, 2010. 2011, AND 2012, inclusive, for the purpose of providing operating funds to continue Chippewa County’s Community Action Agency’s SENIOR MEALS and Chippewa County’s Community Action Agency’s SENIOR SERVICES IN CHIPPEWA COUNTY and shall the County levy such millage for said purpose, thereby raising in the first year an estimated $510,000?

YES

NO

Commissioner Shackleton noted that he and the Administrator had met with the Sault Tribe over Two Percent money. The Tribe had asked the County for a letter for Two Percent requests. The Administrator presented a letter asking the Tribe for Two Percent money through 2013 at $175,000 per year broken down in the following areas: $50,000 for inmate housing at the Jail, $75,000 for a Road Patrol Deputy, $35,000 for repayment of the 911 Console and $15,000 for Animal Control.

It was moved by Commissioner Cooper, supported by Commissioner Timmer, to approve the above Two Percent letter. On a voice vote, the motion carried unanimously.

Two out of state travel requests were presented from CCHD. One for Safe Routes to Schools and the other was for a Great Lakes Beaches Conference. Both travel requests would be paid for by grant dollars.

It was moved by Commissioner Cooper, supported by Commissioner Moore, to approve the out of state travel requests from CCHD. On a voice vote, the motion carried unanimously.

Administrator German presented the budget calendar for the 2010 budget preparation.

It was moved by Commissioner Cooper, supported by Commissioner Timmer, to approve the budget calendar. On a voice vote, the motion carried unanimously.

It was moved by Commissioner Cooper, supported by Commissioner Postula, to recommend the approval of general fund claims totaling $164,67.29: other claims of $371,545.82: payroll of $652,056.49: and health department claims of $532312.30 for total claims of $1,720,571.90 and vouchers 4273 through 4276 and G-1 through G-151. On a voice vote, the motion carried unanimously.

It was moved by Commissioner Cooper, supported by Commissioner Moore, to approve the budget adjustment as follows:

Revenue Original Amended Change
       
Expenditure      
270-000-727-000 Snowmobile Trail 0.00 1,632.00 1,632.00

On a voice vote, the motion carried unanimously.

Having completed the report, it was moved by Commissioner Cooper, supported by Commissioner Knoll, to approve the report as given. On a voice vote, the motion carried unanimously.

NEW BUSINESS:

A. Resolutions

1. 09-13 MERS Defining a Day-General Division 001

It was moved by Commissioner Moore, supported by Commissioner Timmer, to adopt Resolution 09-13 as follows:

RESOLUTION FOR DEFINING A DAY OF WORK OR HOURS PER MONTH FOR MERS RETIREMENT PURPOSES

Note: To adopt the part-time to full-time employee service credit program under Plan Document Section 4(6), the governing body must adopt the Uniform Resolution Defining Hours Per month for Part-Time employees and Service Credit Conversion Upon Promotion to Full-Time Status.

In accordance with Section 3(1) of the MERS Plan Document, as the Chippewa County Board of Commissioners, Chippewa County does hereby certify that a day of work, or the numer of hours of work in a month, for General – 001 for retirement purposes, shall consist of one of the following to be effective as of June 11, 2007.

A._________A day shall consist of _______hours. (Ten (10) days a month of such work days equals one month of credited service.)

B._____X___A month shall consist of 140 hours. (Each month of such work hours equals one month of credited service.)

On a roll call vote:

Yeas: Commissioners Postula, Cooper, Knoll, Timmer, McLean, Moore and Shackleton

Nays: None

THE RESOLUTION WAS DECLARED ADOPTED.

It was moved by Commissioner Moore, supported by Commissioner Timmer, to adopt Resolution 09-14 as follows:

RESOLUTION FOR DEFINING A DAY OF WORK OR HOURS PER MONTH FOR MERS RETIREMENT PURPOSES

Note: To adopt the part-time to full-time employee service credit program under Plan Document Section 4(6), the governing body must adopt the Uniform Resolution Defining Hours Per Month for Part-Time Employee and Service Credit Conversion Upon Promotion to Full-Time Status.

In accordance with Section 3(1) of the MERS Plan Document, as the Chippewa County Board of Commissioners, Chippewa County does hereby certify that a day of work or the number of hours of work in a month, for Sheriff-002 for retirement purposes, shall consist of one of the following to be effective as of June 11, 2007.

A. ___________A day shall consist of _______hours. ((Ten (10) days a month of such work days equals one month of credited service.)

B.____X______A month shall consist of 160 hours. (Each month of such work hours equals one month of credited service.)

On a roll call vote:

YEAS: Commissioners Postula, Cooper, Knoll, Timmer, McLean, Moore and Shackleton

NAYS: None

THE RESOLUTION WAS DECLARED ADOPTED.

It was moved by Commissioner Moore, supported by Commissioner Timmer, to adopt Resolution 09-15 as follows:

RESOLUTION TO EXCLUDE TEMPORARY EMPLOYEES FROM MEMBERSHIP IN MERS UNDER PLAN DOCUMENT SECTION 3(2)

TEMPORARY EMPLOYEES who are employed in positions normally requiring less than 6 or more whole months, not to exceed 12 months of work may be excluded by Resolution of the Governing Body from membership in the Municipal Employee’s Retirement system (MERS). Temporary employees must be notified in writing by the participating municipality that they are excluded from membership. In accordance with Section 3(2) of the MERS Plan Document, the Chippewa County Board of Commissioners of Chippewa County, formally elects to EXCLUDE effective June 11, 2007, all employees in positions requiring less than 12 whole months in these Divisions:

_______All Divisions

OR

Divisions: General – 001 and Sheriff – 002

On a roll call vote:

YEAS: Commissioners Postula, Cooper, Knoll, Timmer, McLean, Moore and Shackleton

NAYS: None

THE RESOLUTION WAS DECLARED ADOPTED.

It was moved by Commissioner Timmer, supported by Commissioner Cooper, to approve Resolution 09-16 as follows”:

90TH ANNIVERSARY OF THE ROTARY CLUB OF SAULT STE. MARIE

WHEREAS, Rotary is a worldwide organization of more than 1.2 million business, professional, and community leaders; and

WHEREAS, members of Rotary clubs, known as Rotarians, provide humanitarian service, encourage high ethical standards in all vocations and help build goodwill and peace in the world; and

WHEREAS, there are 33,000 Rotary clubs in more than 200 countries and geographical areas; and

WHEREAS, as signified by the motto Service Above Self, Rotary’s main objective is service-in the community, in the workplace and throughout the world; and

WHEREAS, as the 90th Anniversary of the Rotary Club of Sault Ste. Marie, offers a time to celebrate their combined contributions since the inception, for the positive development of club in our community.

NOW, THEREFORE, BE IT RESOLVED that it is with great pride that the Chippewa County Board of Commissioners join together with the residents of Chippewa County, to express their greatest Anniversary with to Rotary Club of Sault Ste. Marie on its 90th Anniversary being celebrated on September 12, 2009.

On a roll call vote:

YEAS: Commissioners Postula, Cooper, Knoll, Timmer, McLean, Moore and Shackleton

NAYS: None

THE RESOLUTION WAS DECLARED ADOPTED.

It was moved by Commissioner McLean, supported by Commissioner Cooper, to approve Resolution 09-17 as follows:

LOCAL GOVERNING BODY RESOLUTION FOR CHARITABLE GAMING LICENSES

At a regular meeting of the Chippewa County Board of Commissioners called to order by Scott Shackleton on August 10, 2009 at 5:00 p.m. the following resolution was offered.

That the request from EUP Community Dispute Resolution of Sault Ste. Marie, County of Chippewa, asking that they be recognized as a nonprofit organization operating in the community for the purpose of obtaining charitable gaming licenses, be considered for approval.

On a roll call vote:

YEAS: Commissioners Postula, Cooper, Knoll, Timmer, McLean, Moore and Shackleton

NAYS: None

THE RESOLUTION WAS DECLARED ADOPTED.

NEW BUSINESS

B. Administrator Evaluation

The Personnel Committee will begin the process of determining the way to hold the evaluation this year.

A Workshop will be scheduled by the Administrator to discuss the MERS issue.

Having completed the agenda items, it was moved by Commissioner Timmer, supported by Commissioner Moore, to adjourn. On a voice vote, the motion carried unanimously and the Board did adjourn at 6:55 p.m.

Respectfully submitted,

Diane S. Cork, Clerk

Scott Shackleton, Chairman