CHIPPEWA COUNTY
BOARD OF COMMISSIONERS

Regular Session
July 13, 2015

The Chippewa County Board of Commissioners met in regular session on Monday, July 13, 2015 at 2:00 p.m. in the 91st District Courtroom of the Chippewa County Building.

Present:   Commissioners Conor Egan, Raymond ‘Rudy’ Johnson, Jim Martin, Don McLean, Conor Egan
and Chairman Scott Shackleton

Absent:    None

Also Present:   Scott Brand, Sheriff Robert Savoie, Chippewa County Treasurer Marjorie Hank, David Martin, Deputy Administrator Kelly Church, Administrator Jim German and Cathy Maleport, Clerk.

ADDITIONS AND DELETIONS TO THE AGENDA

It was moved by Commissioner McLean, seconded by Commissioner Martin, to approve the agenda, with the addition of the following items, under New Business:

  • Friend of the Court – CPR Amendment – authorize signature
  • Prosecuting Attorney – CPR Amendment -  authorize signature
  • Resolution 15-18 – Supporting UPCAP’s AAA – 2016 Plan implementation

 

 On a voice vote, the motion carried.

APPROVAL OF COUNTY BOARD MINUTES

It was moved by Commissioner McLean, seconded by Commissioner Martin, to approve the Truth & Taxation, June 8, 2015 minutes together with the regular County Board meeting minutes of June 8, 2015, as presented. On a voice vote, the motion carried.

CORRESPONDENCE RECEIVED IN THE CLERK’S OFFICE

It was moved by Commissioner McLean, seconded by Commissioner Egan, 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.

PUBLIC COMMENTS

  • None

Administrator’s Report – Given for informational purposes only.  

New Business

  • Resolution 15-15 Support of maintaining the Support of Alger County DHHS

It was moved by Commissioner McLean, seconded by Commissioner Egan, to approve resolution 15-15 as follows:

RESOLUTION NO. 15-15

RESOLUTION IN SUPPORT OF MAINTAINING THE STATE OF MICHIGAN DEPARTMENT OF HEALTH AND HUMAN SERVICES OFFICE IN ALGER COUNTY

WHEREAS, the State of Michigan, Family Independence Agency now known as the Department of Health and Human Services (DHHS) has been a tenant of the County of Alger since before 1978;

WHEREAS, the County of Alger incurred considerable long-term debt to enlarge its courthouse in 1998 by approximately 20% to accommodate the needs of the DHHS through the sale of bonds in excess of one million;

WHEREAS, imminent failure of outdated equipment created a need to refinance said bonds in 2011- extending the term of the mortgage to 2026;

WHEREAS, the State of Michigan now wishes to sever the long standing partnership between DHHS and Alger County which Alger County depends on to repay the debt incurred on the Department’s behalf;

WHEREAS, the closure of the Alger County DHHS office would adversely impact the in-need population if Alger County and – despite what Bob Wheaton was quoted in the May 28, 2015 Lansing State Journal as saying - is NOT “putting people first”.

WHEREAS, local sources indicate there are few or no community partners available, and both privacy for clients and safety for children will be lost;

WHEREAS, the loss of the lease payment would result in a deficit within the Alger County budget of over $100,000 and impose the need for reduction in critical services;

WHEREAS, the Alger County general fund balance is well below the recommended 60-day operational budget.  The Alger County general fund budget for 2015 is $3.7 million, so $100,000 is significant;

WHEREAS, Alger County will honor its debts and keep the promises made.

THEREFORE, BE IT RESOLVED, that the Chippewa County Board of Commissioners do hereby recognize and support Alger County’s respectfully requesting that Governor Rick Snyder and our State of Michigan Legislature keep the promises the State has made and restore and maintain the funding for the Department of Health and Human Services in Alger County.

A ROLL CALL VOTE WAS TAKEN AS FOLLOWS:

AYES:   Commissioners Egan, Johnson, Martin, McLean, and Chairman Shackleton.

NAYS:  None

  • Resolution 15-16 Investment Policy

It was moved by Commission McLean, seconded by Commissioner Johnson, to approve resolution 15-16 as follows:

            CHIPPEWA COUNTY INVESTMENT POLICY

Investments
PURPOSE:  It is the policy of Chippewa County to invest its funds in a manner which will provide the highest investment return with the maximum security while meeting the daily cash flow needs of the county and comply with all state statutes governing the investment of public funds.

SCOPE:  This investment policy applies to all financial assets of the county.  These assets are accounted for in the various funds of the county and include the general fund, special revenue funds, debt service funds, and capital project funds, enterprise funds, internal service fund, trust and agency fund, and any new fund established by the county, not including deferred compensation funds.

OBJECTIVES:  The primary objectives, in priority order, of the county’s investment activities shall be:

Safety:  Safety of principal is the foremost objective of the investment program.  Investments shall be undertaken in a manner that seeks to insure the preservation of capital in the overall portfolio.

Diversification:  The investments will be diversified by security type and institution in order that potential losses on individual securities do not exceed the income generated from the remainder of the portfolio.

Liquidity:  The investment portfolio shall remain sufficiently liquid to meet all operating requirements that may be reasonably anticipated.

Return on Investment:  The investment portfolio shall be designed with the objective of obtaining a rate of return throughout the budgetary and economic cycles taking into account the investment risk constraints and the cash flow characteristics of the portfolio.

DELEGATION OF AUTHORITY TO MAKE INVESTMENTS:   Authority to manage the investment program is derived from the following:  The Chippewa County Board of Commissioners’ most current resolution designating depositories and MCL 48.40 requiring the County Treasurer to be the custodian of the county’s funds.  Management responsibility for the investment program is hereby delegated to the Chippewa County Treasurer who shall establish written procedures and internal controls for the operation of the investment program consistent with this investment policy.  Procedures should include references to: safekeeping, competitive bidding, cash purchase or delivery versus payment, investment accounting, repurchase agreements, wire transfer agreements, collateral/depository agreements and banking service contracts.  No person may engage in an investment transaction except as provided under the terms of this policy and the procedures established by the Chippewa County Treasurer.  The County Treasurer shall be responsible for all transactions undertaken and shall establish a system of controls to regulate the activities of subordinate officials. 

The Chippewa County Treasurer is limited to investments authorized by ACT 20 of 1943, as amended and may invest in the following:

  •  Bonds, Securities, and other obligations of the United States or an agency or instrumentality of    the United States.
  • Certificates of Deposit, savings accounts, deposit accounts, or depository receipts of a financial institution that is eligible to be a depository of funds belonging to the State under a law or rule of the State of the United States.
  • Commercial paper rated at the time of purchase within the two highest classifications established by not less than two standard rating services and matures not more than 270 days after the date of purchase
  • Repurchase agreements consisting of instruments listed in (a)
  • Banker’s acceptance of United States Banks.
  • Obligations of this state or any of its political subdivisions that at the time of purchase are rated as investment grade by not less than on standard rating service.
  • Mutual funds registered under the investment company act of 1940, Title I of Chapter 686, 54 Stat. 789, 15 U.S.C. 80a-1 to 80a-3 and 80a-4 to 80a-64, with the authority to purchase only investment vehicles that are legal for direct investment by a public corporation.
  • Obligation described in (a) through (g) if purchased through an interlocal agreement under the urban cooperation’s act of 1967,  1967 (Ex Sess) PA 7, MCL 124.501 to 124.512.
  • Investment pools organized under the surplus funds investment pool act, 1982 PA 367, 129.111 to 129.118.
  • The investment pools organized under the local government investment pool act, 1985 PA 121, MCL 129.141 to 129.150.

 

SAFEKEEPING AND CUSTODY:  All security transactions, including collateral for repurchase agreements and financial institution deposits, entered into by the Chippewa County Treasurer may be on a cash basis or a delivery versus payment basis as determined by the County Treasurer.  Securities may be held by a third party custodian designated by the Treasurer and evidenced by safekeeping receipts as determined by the Treasurer.

PRUDENCE:  Investment shall be made with judgment and care, under circumstances then prevailing, which persons of prudence, discretion and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the probable income to be derived.

REPORTING:  The County Treasurer shall prepare monthly investment reports which provide a clear picture of the status and types of investments of the current investment portfolio.   These reports shall be prepared in such a way that will allow the County to ascertain whether investment activities during the reporting period have conformed to the investment policy.

REVIEW:  The County Administrator and County Treasurer shall review this policy at least every two years and make any recommendations for changes to the County Board of Commissioners.

Revised July 1, 2015

ACKNOWLEDGMENT OF RECEIPT OF INVESTMENT POLICY

AND AGREEMENT TO COMPLY

I have read and fully understand Act 20 PA 1943, as amended, and the Investment Policy of Chippewa County.

Any investment advice or recommendation given by ________________________________________,

Representing _______________________________________________, to the County treasurer shall

Comply with the requirements of Act 20 PA 1943, as amended, and the Investment Policy of Chippewa

County.  Any existing investment not conforming with the statute or the policy will be disclosed promptly.

A ROLL CALL VOTE WAS TAKEN AS FOLLOWS:

AYES:   Commissioners Egan, Johnson, Martin, McLean, and Chairman Shackleton.

NAYS:  None

THE RESOLUTION WAS DECLARED ADOPTED.

  • Resolution 15-17 Appreciation and Recognition of Anna Allen

It was moved by Commission McLean, seconded by Commissioner Martin, to approve resolution 15-17 as follows:

RESOLUTION NO. 15-17

RESOLUTION IN APPRECIATION AND SPECIAL RECOGNITION

OF ANNA M. ALLEN

WHEREAS, Anna M. Allenbegan her career as a Dispatcher for Chippewa County in June of 2000; and

WHEREAS, Anna M. Allenhas worked diligently and tirelessly at upholding and exemplifying the highly professional image of the Chippewa County’s Central Dispatch Center; and

WHEREAS, Anna M. Allen’s work ethic, her reliability and her attention to detail have earned her the highest regard by all her fellow Dispatchers, her peers and her supervisors; and

WHEREAS, Anna M. Allenwill retire from service with Chippewa County, after fifteen (15) plus years of service; and

WHEREAS, Anna M. Allen, during her career with Chippewa County’s Central Dispatch Center, has assisted 1000’s of residents, as well as, visitors to the area, when their emergency arose.

NOW, THEREFORE, BE IT RESOLVED, as follows:

  • That the Chippewa County Board of Commissioners respectfully dedicates this document to honor and thank Anna M. Allenfor her many years of public service with the County of Chippewa.
  • That the Chippewa County Board of Commissioners extends their best wishes to Anna M. Allenfor many years of enjoyment in her retirement.

A ROLL CALL VOTE WAS TAKEN AS FOLLOWS:

AYES:   Commissioners Egan, Johnson, Martin, McLean, and Chairman Shackleton.

NAYS:  None

THE RESOLUTION WAS DECLARED ADOPTED

  • Friend of the Court – CPR Amendment – authorize signature (added to the agenda)

It was moved by Commissioner Egan, seconded by Commissioner Martin, to authorize signature for the CPR amendment. On a voice vote, the motion carried.

  • Prosecuting Attorney – CPR Amendment – authorize signature (added to the agenda) 

It was moved by Commissioner Egan, seconded by Commissioner Johnson, to authorize signature for the CPR Amendment. On a voice vote, the motion carried.

  • Resolution 15-18 – Supporting UPCAP’s AAA – 2016 Plan implementation (added to the agenda)

It was moved by Commission McLean, seconded by Commissioner Martin, to approve resolution 15-18 as follows: Commissioner McLean noted that he recently attended a training workshop and that it was really impressive, as to how much they contribute, or take care of in the Upper Peninsula relative to a number of programs. 

RESOLUTION NO. 15-18

U.P. AREA AGENCY ON AGING
FY 2016 ANNUAL IMPLEMENTATION PLAN FOR SERVICES TO OLDER ADULTS

WHEREAS UPCAP, serves as the U.P. Area Agency on Aging, is required to develop a 2016 Annual Implementation Plan that provides development and funding for programs to serve older adults in the Upper Peninsula; and

WHEREAS, during the 2016 Annual Implementation Plan development process, UPCAP conducted needs surveys, one public hearing, and received input from service providers, older adults, county officials, human services organizations, and other interested parties; and

WHEREAS, each U.P. county is represented by a county official on the UPCAP Board of Directors; and
WHEREAS, the UPCAP Board of Directors has unanimously approved the proposed 2016 Annual Implementation Plan; and

WHEREAS, the AAA 2016 Annual Implementation Plan also requires review by individual county boards;

THEREFORE, BE IT RESOLVED, that the Chippewa County Board of Commissioners has received and hereby supports the U.P. Area Agency on Aging 2016 Annual Implementation Plan.

A ROLL CALL VOTE WAS TAKEN AS FOLLOWS:

AYES:   Commissioners Egan, Johnson, McLean, Martin, and Chairman Shackleton.

NAYS:  None

THE RESOLUTION WAS DECLARED ADOPTED

STANDING COMMITTEE REPORTS

BUILDING, GROUNDS AND JAIL, LEGISLATIVE AND NATURAL RESCOURCES AND INFORMATION TECHNOLOGY COMMITTEE
Commissioner Johnson - Chairman
June 18, 2015

Agenda Items

Whitefish Township Property Sale to DNR

Craig Krepps, DNR Parks and Recreation Division, addressed the Committee regarding the DNR receiving 13 acres of donated wetlands to adjoin the Park near M-123 in Whitefish Township. The DNR is asking for a letter of support.

It was moved by Commissioner Johnson, seconded by Commissioner McLean, to recognize and approve a letter of support for the DNR, to receive the Barbour property, located in Whitefish Township (T48N,R6W, Section 10), and to forward this request to the full Board for consideration. On a voice vote, the motion carried.

Heated sidewalk replacement

It was discussed that the internal heat mats have gone out in the sidewalk on the Courthouse handicap ramp. It was mentioned that external heat mats would be more cost effective than getting new sidewalks.

It was moved by Commissioner Johnson, seconded by Commissioner McLean, to have the administration get three quotes for heat mats for the Courthouse ADA handicap ramp. On a voice vote the motion carried. A discussion followed. On a voice vote, the motion carried.

A discussion ensued concerning the problems with the sound system in the Circuit Courtroom.

Chairman Shackleton thanked Judge Church and communicated his appreciation for accommodating the Board meetings, noting that she has been very helpful arranging her schedule so that the Commission can use her courtroom for Board meetings.

It was moved by Commissioner Johnson, seconded by Commissioner McLean, to accept the Building Grounds and Jail, Legislative and Natural Resources and Information Technology Committee minutes of June 18, 2015 as presented. On a voice vote, the motion carried.

FINANCE, CLAIMS AND ACCOUNTS COMMITTEE
Commissioner Martin, Chairman
July 9, 2015

Correspondence and Informational Items
The Committee received the Treasurer’s Investment reports for May and June, monthly travel report, the June Visa billing statement, and a letter from NorthCare network regarding request Liquor Tax (PA2) funding for substance use disorder prevention, recovery, or treatment services not otherwise funded in Chippewa County. 

It was moved by Commissioner Martin, seconded by Commissioner Egan, to forward the June 16th notice to the Drug Court team, and to the Chippewa County Health Department, with the Board of Commissioners support to seek funding.  On a voice vote, the motion carried.

AGENDA ITEMS

2013 Operation Stonegarden Equipment $20,862
The Committee received and reviewed a letter from OES Director Tim McKee, with a request to purchase equipment as follows: Geographic Information System (GIS) Date - $5,000.00; batteries, battery packs, Mics and Radio Accessories - $4,112.50 and 3 Motorola AOEX 6000 portable radios - $3,916.50 each – for a total purchase from the 2013 Operation Stonegarden Grant of $20,862.00.

It was moved by Commissioner Martin, seconded  by Commissioner Johnson, to approve the purchases and waive the purchasing policy, as follows:  $5,000 to EUP Regional Planning for Geographic Information System (GIS) Data; $4,112.50 to Motorola for batteries, battery packs, mics and radio accessories and $11,749.50 to Motorola to purchase three (3) Motorola APEX 6000 portable radios.  Commissioner Martin noted the reason for the waiver of the purchasing policy is because the dollar amount for the three portable radios was beneath the threshold. Commissioner McLean added that that availability of appropriate vendors is limited. On a voice vote, the motion was carried.

50th Circuit Drug Court
The Committee received copies of four (4) agreements that need to be approved for the Drug Court Operations; the agreements expire on September 30, 2015, matching the current grant funding.  The agreements were as follows:

  • Project Consultant Services – 6/18 – 9/30/2015 – not to exceed $10,500.
  • Redwood Toxicology – drug screening $10.00 per drug
  • Great Lakes Recovery, Inc. – substance abuse counseling/testing - 7/1 – 9/30, 2015
  • Chippewa County Sheriff’s Department – electronic monitoring – 7/1 -9/30/2015

It was moved by Commissioner Martin, seconded  by Commissioner McLean, to approve and authorize signature for the following agreements:  Project Consulting Services, no to exceed $10,500; Redwood Toxicology, $10.00 per drug; Great Lakes Recovery, Inc., not to exceed $12,500 in counseling and $3,600 for testing and the Chippewa County Sheriff’s Department , not to exceed $1,350.00. A discussion followed. On a voice vote, the motion carried.

Recommendations from Building and Grounds
Storage Shed Installation Bid Summary and Foundation Systems of Michigan – Water Guard
The Committee received the bid summary for the installation of a new 16’x18’ storage shed to be placed on the northeast corner of the County Building for the storage of maintenance equipment, two bids were received and met specs and along with a proposal from Foundation Systems of Michigan to install a Water Guard system in the tunnel between the County Building and the Courthouse. 

It was moved by Commissioner Martin, seconded by Commissioners Egan, to approve and authorize the low bid of $11,941.00 to Whiskey River Inc., to install a new 16’x18’ storage shed as proposed and to authorize the proposal from Foundation Systems of Michigan of $15,700.00 to install the Water Guard system in the tunnel, to alleviate the standing water issue, both projects will be paid from Fund 226 Building Maintenance Fund.  On a voice vote, the motion carried.

Freedom of Information Act
Administrator German gave a brief overview of the FOIA changes that took effective on July 1, 2015 – mainly Public Act 563 of 2014 (2014 PA 563) requires that public bodies limit fees that can be charged to a requesting party and has placed many procedural changes.  Administrator German indicated that the new rulings would be listed with our current policy as “attachment A” which will supersede the previous policy.  Discussion followed.

It was moved by Commissioner Martin, seconded Johnson, to adopt and attach the new ruling provide by MMRMA, as “Attachment A” of the County’s current FOIA policy and procedure, and that the new rulings would supersede and be in effect immediately.  Commissioner Egan noted that this is a very important issue, as other States such as Wisconsin,  are facing attacks on their FOIA and it’ s good to see Michigan updating and making sure that we give public access to the things that they need to better understand  what’s going on in government. He thanked everyone for pushing this along. Chairman Shackleton noted that his experience is that Chippewa County is very responsive and does a very appropriate job whenever we are asked for public information.   On a voice vote, the motion carried.

Claims and Accounts
The Committee reviewed the bills and payroll presented for approval, reviewed the Audit Amendments (to match Fund Balances) and reviewed the budget amendment as presented.  Discussion followed with questions answered.

It was moved by Commissioner Martin, seconded  by Commissioner  McLean, to recommend the approval of June bills and payroll as follow: the general claims totaling $229,267.98, other fund claims $638,434.12, payroll $452,699.56, Health Department claims $486,458.34 and total claims $1,806,860.00 and vouchers H-1 through H-315.  On a voice vote, the motion carried.

Audit Amendments
It was moved by Commissioner Martin, seconded by Commissioner Egan, to approve the beginning fund balances as presented from the FY2014 Audit.  On a voice vote, the motion carried. (See attached) 

Budget Amendments
It was moved by Commissioner Martin, seconded by Commissioner McLean, to approve the budget amendments as presented for FY2015.  On a voice vote, the motion was carried. (See attached)

It was moved by Commissioner Martin, seconded by Commissioner McLean, to accept the Finance, Claims and Accounts Committee Meeting Minutes of July 9, 2015 as presented. On a voice vote, the motion carried.

 

COMMISSIONERS REPORT ON MEETINGS AS BOARD REPRESENTATIVE
AND GENERAL COMMENTS

  • Commissioner Johnson updated the Commission on EMS volunteers and their equipment in the smaller communities of Chippewa County. He also commented on the Education on the Farm Tour he attended, stating that it was amazing as to what it takes to be a farmer today.
  • Commissioner Martin provided an update on a meeting he attended with State Representative Chatfield on the Dark Store Proposed Legislation. He noted, when State Representative Lee Chatfield asked what we needed in Chippewa County, we told him that essentially we’d like to see foreclosed, distressed and restricted properties no longer be used, as comparable values for either assessment or appeals.

Commissioner Martin also commented on the MACC conference he attended a few weeks back, noting they talked about laws on Michigan rivers and lakes. He noted that the  Governor has made it very apparent that Michigan is moving forward with self-sufficiency of electric; about the only thing we are going to control is how much of it is local. He referenced the following resources to further explore:

  • Biomass – using waste wood products
  • Updating the Hydroelectric plant for efficiency – a significant amount of energy not being captured because of old machinery.
  • Windfarms
  • Commissioner McLean recognized that Commissioner Martin’s comments, has brought up again, the importance of attending MACC conferences as he has come back with a wealth of information, all pertinent to what we’re working with. He also commended the three new Commissioners on the way they have taken into their job noting that all three have really stepped up, and are all working on important issues. He further noted that he appreciates everything they’ve done.
  • Commissioner Egan noted that he sits on the Hiawatha Behavioral Health Board and that they are in the process of hiring a new CEO. He encouraged the public and press to attend these meetings as this is a very, very important entity in our community and we want to make sure we hire the best person possible.

Having completed the agenda items, it was moved by Commissioner Egan, seconded by Commissioner McLean that the Board adjourn. On a voice vote, the motion carried and the Board adjourned at 2:55 p.m.

Respectfully submitted,

 

Catherine C. Maleport, Clerk                                     

Scott Shackleton, Chairman