The Chippewa County Board of Commissioners met in regular session on Monday, March 11, 2013 at 2:00 p.m. in the 91st District Courtroom of the County Building.

Present: Commissioners Don Cooper, George Kinsella, Don McLean, and
Ted Postula

Absent: Chairman Scott Shackleton

Also Present: Sheriff Robert Savoie, Under Sheriff Michael Bitnar, Dave Martin,
Jim Traynor, Daniel and Kathy Cairns, County Treasurer Marjorie Hank, Scott Brand, Evening News, Jesse Knoll, Joy Anderson, Judge James P. Lambros, Sgt. Schloegl, Sharon Kennedy, Jenny Pierce, Jim German Administrator and Cathy Maleport, Clerk.

Additions/Deletions to Agenda

It was moved by Commissioner Postula, seconded by Commissioner McLean, to approve the agenda as presented. On a voice vote, the motion carried.

Correspondence Received in the Clerk’s Office

It was moved by Commissioner Postula, seconded by Commissioner Cooper, 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.

Approval of County Board Minutes

It was moved by Commissioner Postula, seconded by Commissioner Cooper, to approve the County Board minutes of February 11, 2013.

Commissioner McLean noted two corrections that needed to be made on page 7 under MSHDA-Funding Award Grant #MSCV-2011-0731-HOA,  the word except should read  accept in both the first and second paragraph. On a voice vote, the motion carried together with the above noted corrections.

Public Comments: 

Judge James P. Lambros stated that he just wanted to personally express his gratitude and thank each and every one of the Commissioners for approving the expenditures required for Circuit Court to purchase the JAVS recording system. He went on to say what a remarkable difference it has made and how much they all appreciate it.

Administrator’s Report Jim German - For informational purposes only

Standing Committee Reports:

Personnel/Equalization/Health and Social Services Committee- Commissioner Kinsella, February 25, 2013

Agenda Items

Personnel Request from 911
The Committee received a request from Tim McKee requesting to fill two vacant full time positions with part time employees and hire two new part time employees.

It was moved by Commissioner Postula seconded by Commissioner McLean, to approve the hiring of two full time employees and two part time employees for the 911 dispatch center.  On a voice vote, the motion CARRIED.

Juvenile Register Clerk
The Committee reviewed a memo from Judge Lambros’s Office notifying the Commission he had filled the Juvenile Register Clerk position.

It was moved by Commissioner Postula, seconded by Commissioner McLean, to approve filling the vacancy of the Juvenile Registry Clerk.  On a voice vote, the motion CARRIED.

POLC Union Change
Administrator German noted that the Corrections Union wanted to switch from the POLC to the GELC Union.  There would be no cost or hardship to the County and result in savings to corrections employee’s dues of approximately fifteen dollars a month.

It was moved by Commissioner Postula, seconded by Commissioner McLean, to approve the corrections union to switch from the POLC to the GELC.  On a voice vote, the motion CARRIED.

Board of Health Vacancy
The Committee received a letter of resignation from a member of the CCHD Board of Health. Administrator German asked the Committee to advertise for a new candidate.

It was moved by Commissioner Postula, seconded by Commissioner McLean, to advertise for the CCHD board vacancy following County Policy.  On a voice vote the motion CARRIED.

Part Time Employee Policy
Administrator German noted that to stay in line with the Affordable Health Care Act all part time employees would have to be reduced to twenty nine hours per week or 129 hours a month.  This law is still being analyzed by MAC and the US. Congress. The County is trying to be proactive in the interpretation of the law since there is a six month fall back period when the law takes effect on January 1st 2014.

It was moved by Commissioner Postula, seconded by Commissioner McLean, to approve the new part time employee policy that will have part time employees work no more that 29 hours per week or 129 hours per month.  Mr. German noted that the motion should read 119 hours per month as they had recently received information from the state  that 129 hours per month is non compliant with the law.

It was moved by Commissioner Postula, seconded by Commissioner McLean, to amend the motion to read no more than 119 hours per month. On a voice vote, the motion CARRIED.

Gus Macker Letter of Support
Administrator German introduced a letter from Dennis Brooks asking the County for a letter of support for a summer Gus Macker basketball tournament to be held in Sault Ste. Marie.

It was moved by Commissioner Postula, supported by Commissioner McLean to provide a letter of support for the Gus Macker basketball tournament to be held in Sault. Ste. Marie.  On a voice vote, the motion CARRIED.

It was moved by Commissioner Postula, seconded by Commissioner Cooper,  to accept the Personnel/Equalization/Health and Social Services Committee minutes of February 25, 2013 as presented. On a voice vote, the motion CARRIED.

Building Grounds and Jail, Legislative and Natural Resources and Information Technology - Commissioner McLean - Feb. 25, 2013

Agenda Items

Proposal for DNR Trust Land Acquisition
The Committee received a proposal for the DNR to put a private individual’s land in Raber into the DNR Trust Land.  The property would still be taxable.

It was moved by Commissioner McLean, seconded by Commissioner Postula to support the DNR trust land acquisition in Raber Township. A discussion ensued.  On a voice vote, the motion CARRIED. .

GIS Service Agreement
An updated service contract with Eastern UP Regional Planning was presented and reviewed.

It was moved by Commissioner McLean, seconded by Commissioner Postula, to approve the service agreement with GIS and forward it to the full Board for approval.  On a voice vote the motion CARRIED.

It was moved by Commissioner McLean, seconded by Commissioner Postula to approve the Building Grounds and Jail, Legislative and Natural Resources and Information Technology meeting minutes of February 25, 2013 as presented. It was noted that the times the meetings started and ended needed to be corrected. Commissioner McLean asked the Administrator to research this and modify the minutes to reflect appropriate   times of starting and ending. On a voice vote, the motion carried together with the above referenced modification.

Finance, Claims & Accounts – Commissioner Cooper –
 March 7, 2013

PRESENTATION
Undersheriff Bitnar gave a presentation of how reducing part time employee hours would have a negative impact on the Department.  He presented a list of options and Chairman Cooper asked the Deputy Administrator to cost out the options.  Sheriff Savoie then requested that a millage be placed on the ballot for school liaison officers and law enforcement activities.  The request would be for .55 mills. 

It was moved by Commissioner Cooper, seconded by Commissioner McLean, to forward a .55 millage request, to go to the voters on the November ballot, to the full board with a recommendation to approve it.

(This proposal permits the County to increase its tax levy by .55 mill to provide additional operating funds to the Chippewa County Sheriff to be used exclusively to expand the Sheriff Department’s program which provides additional protection to school children and our community.)

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 .55 mill (0.55 per $1,000 of taxable value) for a period of SIX YEARS, being 2013, 2014, 2015, 2016. 2017 and 2018, inclusive for the purpose of providing additional funds to the Chippewa County Sheriff’s Department to enhance and continue to provide protection to area school children and the local community, and shall the County levy such millage for said purpose, thereby raising in the first year an estimated $590,000?

Commissioner Cooper noted that as the Sheriff expressed, we already have a school liaison, he wants to expand the program as it has been quite successful in the areas that we have it; this is not a new program, we’ve been doing this for years.

On a voice vote, the motion CARRIED.

AGENDA ITEMS

Health Department –Two percent EUP Hospice Service Request
The Committee received a 2% Funding Request from the Health Department for EUP Hospice Services for a project cost of $51,460 and a funding request of $27,730 to provide funding for certified hospice volunteer costs.  Discussion followed, regarding the County’s past practice, as well as, past motions.  Commissioner Cooper noting that he did not feel this request was appropriate. 

It was moved by Commissioner Postula, seconded by Commissioner McLean to approve the 2% Funding request as presented from the Board of Health seeking $27,730 to provide funding for certified hospice volunteer costs.  A discussion ensued regarding guidelines to follow with 2% funding.

On a voice vote, the motion FAILED with Commissioner Cooper and Commissioner Kinsella voting no.

Sheriff – ROV purchase
The Sheriff presented a request to purchase a Remote Operated Vehicle (ROV) with sonar, as the Area maritime Security Committee of the US Coast guard identified the need for a remote operated vehicle to be located in the Eastern Upper Peninsula.  A Port Security Grant Program application was submitted and approved for $168,000.00.  Specifications were obtained utilizing local expertise to identify the type of equipment that would work in the various waters of the St. Mary’s River, inland lakes, harbors and the Great Lakes bordering Chippewa County.  Upon receiving the equipment it will be inventoried and tagged as belonging to Chippewa County and will be provided to the Michigan State Police Underwater Recovery Team and used for any deployments in Chippewa County.  Discussion followed, regarding equipment specifications, equipment needed, having a fixed asset re-assigned.  MSP Sgt. Schloegl addressed questions of the Committee, and Tom Farnquist also addressed the Committee. 

It was moved by Commissioner Kinsella, to move the request to the full Board, and to have Sgt. Schloegl, Sheriff Savoie, OES Director Tim McKee, Tom Farnquist, and Sgt. Derusha meet regarding the specifications of the ROV – the motion died from lack of support.

It was moved by Commissioner Cooper, seconded  by Commissioner McLean, to approve the request as presented by Sheriff Savoie to the full Board, to purchase the Remote Operated Vehicle (ROV) with sonar following the specifications and the grant guidance of the Committee consisting of Sheriff Savoie, Deputy Moeggenborg and Director McKee; for a purchase cost totaling $167,317.50, breakdown as follows: $47,395 to Outland Technology, $58,750 to Edgetech and $61,172.50 to Science Diving. A discussion followed.  On a voice vote, the motion CARRIED.

Sheriff- Vehicle Bid Summary – 2 Patrol Vehicles
The Committee reviewed the bid summary from the RFP requesting pricing for two Sheriff’s Department vehicles; seven firms bid on the vehicles.  Low bid was provided from Fernelius Auto Group, Cheboygan, Michigan, following the Board Purchasing policy 320, which allows the bid of a Chippewa County vendor to not exceed the lowest bid by more than 3% and still be approved. 

It was moved by Commissioner Postula, supported by Commissioner McLean, to approve the bid of $22,752 from O’Connor Chrysler Dodge Jeep Ram, Pickford, Michigan, which follows the purchasing policy’s use for preference for local vendors.  (Low bid $22,400 x 1.03% =$23,072) A discussion followed as to what constitutes a local vendor.  It was the consensus of the Board to clarify their purchasing policy.  On a voice vote, the motion CARRIED with Commissioner Cooper voting no.

Circuit Court – Copier Bid Summary
The Committee reviewed the bid summary from the RFP requesting purchase of a photocopy machine for the Circuit Court offices, which follows the replacement schedule and has been budgeted for a FY13 purchase, maintenance will be paid from the Circuit Court budget.  Two bids were received that met specifications.

It was moved by Commissioner Cooper seconded by Commissioner McLean, to approve the low bid from Sault Printing Company, in the amount of $3,570, to purchase a Ricoh MP2352SPF copier/fax/scanner for the Circuit Court Office.  On a voice vote, the motion CARRIED.

4 Desktop – Computer Bid Summary
The Committee reviewed the bid summary from the RFP requesting purchase of four desktop computers, which follows the replacement schedule and has been budgeted for in FY13, all bids met specifications, except one which offered refurbished off lease computers.  Twelve bids were offered.

It was moved by Commissioner Cooper, seconded by Commissioner Postula, to approve the low bid of $2,703 from GovConnection, Inc., for the purchase of four HP Desktop Computers, per the specifications of the County.  On a voice vote, the motion CARRIED.

Information Systems – 7 Desktop Computers Bid Summary
The Committee reviewed the bid summary for the purchase of seven desktop computers to be used with ImageSoft.  Ten bids were received, with four not meeting bid specifications, and one offering refurbished off lease computers. 

It was moved by Commissioner Cooper, seconded by Commissioner Postula, to approve the purchase of seven desktop computers, from GovConnection, Inc., at the low bid of $7,380.76 which met specifications of the County’s request.  It was noted that the computers still need to be replaced even if the Board chooses to opt out of the ImageSoft program; the only difference is they have a little more hardware.

On a voice vote, the motion CARRIED.

2013 Dues to various Agencies
The Committee reviewed the annual dues from UPACC in the amount of $162; UPCAP in the amount of $1,200 and UP RC&D in the amount of $300.00.

It was moved by Commissioner Cooper, supported by Commissioner McLean, to approve the payment of annual dues as follows: UPACC - $162.00; UPCAP - $1,200 and UP RC&D - $300 as presented.  On a voice vote, the motion CARRIED.

2013 Remonumentation Grant accept & authorize
The Committee was presented with the 2013 Chippewa County Survey and Remonumentation grant documents which provides $101,375 in federal contribution for FY13, with County providing a $15,000 contribution, which has been budgeted.

It was moved by Commissioner Cooper, seconded by Commissioner Postula, to approve the 2013 Chippewa County Survey and Remonumentation Grant, as presented and to authorize the Chair’s signature.  On a voice vote, the motion CARRIED.

Health Department – Out-of-State Travel
The Committee reviewed an out-of-state travel request from the Chippewa County Health Department, which has been approved by the Board of Health for David Pietrangelo to attend a HIPAA Security Conference in Washington, D.C., May 21st – May 24th, 2013.

It was moved by Commissioner Cooper, seconded by Commissioner McLean, to approve an Out-of-State travel request from the Board of Health for David Pietrangelo to attend a HIPAA Security Conference in Washington D.C., May 21st to May 24th, 2013.  On a voice vote, the motion CARRIED.

MMRMA – Net Asset Distribution/Loss Fund
The Committee reviewed a letter from Regional Risk Manager, John Katona regarding Chippewa County’s net asset distribution/loss fund.  The net asset distribution check for Chippewa County this year will be $117,499; and reviewed his recommendation to place the entire check into Chippewa County’s loss fund, as we have potential unpaid claims of $40,978.

It was moved by Commissioner Cooper, seconded by Commissioner Postula, to follow the recommendation of Risk Manager John Katona, and put the $117,499 net asset distribution check directly into Chippewa County’s loss fund.  Commissioner McLean questioned the balance of the account as he did not want to keep putting money in there without knowing the balance as they may have another uses for that.

On a voice vote, the motion CARRIED.

ImageSoft – Support Coordinator
The Committee review documentation to change the scope of the ImageSoft project to include the Prosecuting Attorney’s Support Coordinator in the project.

It was moved by Commissioner McLean, supported by Commissioner Postula, to approve the change of scope form with ImageSoft to include the Prosecuting Attorney’s Support Coordinator, at the cost of $7,387.  A discussion ensued.

It was moved by Commissioner Postula, seconded by Commissioner McLean to table this motion until the next regular County Board meeting.  

On a voice vote, the motion CARRIED.

Approve RFQ for Cost Allocation Plan
The Committee received the proposed Request for Proposals for the Cost Allocation Plan for FY12, FY13 and FY14 to be released, as the Cost Allocation Plan will be needed to help with the ImageSoft project.

It was moved by Commissioner Cooper, seconded by Commissioner Postula, to approve the release of the RFQ for the Cost Allocation Plan covering FY12, FY13 and FY14. It was noted that this was needed even if the County chooses opt out of the ImageSoft  project.   On a voice vote, the motion CARRIED.

County Plat Books
The County Plat Book request to update and re-issue was tabled from the February meeting.  The current books have information that is three years old, authorizing a new book would have a total cost of $42,100.00, and the County would recoup that expense in approximately three years, if we charged $39.00 per book, not including the mailing/shipping cost.

It was moved by Commissioner Cooper, seconded by Commissioner McLean, to approve the update and reissue of the County Plat Books, as requested by Surveyor Bill Karr, and to review the cost to be charged.  A discussion followed regarding the costs we are charging and revenue.  On a voice vote, the motion CARRIED.

FINANCE
The Committee reviewed the bills and payroll presented for approval.

It was moved by Commissioner Cooper, supported by Commissioners Postula, to recommend the approval of the general claims totaling $272,565.73, other fund claims $562,418.93, payroll $444,409.38 and Health Department claims $568,876.92; total claims $1,848,270.96 and voucher H-1 through H-244.  On a voice vote, the motion CARRIED.

Budget Amendments
It was moved by Commissioner Cooper, supported by Commissioner McLean, to approve the budget adjustments as follows:

Revenue
101-000-676.981 increase by $16,000.00
101-000-676.301 increase by $2,000.00
Expenses
101-981-701.000 increase by $16,000.00
101-301-742.000 increase by $2,000.00

To replace and repair patrol vehicles from insurance proceeds.  On a voice vote, the motion CARRIED.

It was moved by Commissioner Cooper, seconded by Commissioner Postula to accept the Finance Claims & Accounts of March 7, 2013 as presented. On a voice vote the motion CARRIED.

Commissioners Comments

Commissioner Cooper stated we have  a couple of big ticket items that will be a reduction in our revenue stream referencing Federal prisoner count being down, we need 35 to break even and we have around 20. He also referenced a letter they received from Judge Church stating that the number of tickets issued is down. He went on to say we have to be cognizant of this, as Commissioner McLean stated earlier, every little bit helps.

Commissioner Kinsella thanked everyone who put in the overtime over the weekend with a special thank you to Commissioner McLean.

Having completed all the agenda items, it was moved by Commissioner Cooper, seconded by Commissioner Postula to adjourn. On a voice vote, the motion carried and the Board did adjourn at 3:26 p.m.

Respectfully submitted,

 

Catherine C. Maleport, Clerk                                

George Kinsella, Vice-Chairman