Approved 2/6/01

ADMINISTRATIVE SERVICES/PERSONNEL COMMITTEE

January 16, 2001

Minutes

Members Present: Mary Stid, Victor Celentino, Thomas Minter, Debbie DeLeon and

Chris Swope

Members Absent: None

Others Present: Darnell Earley, Harold Hailey, Mark Grebner, Jerry Ambrose

The meeting was called to order by Chairperson Stid at 7:00 p.m. in the Personnel Conference Room of the Human Services Building, 5303 South Cedar, Lansing.

Approval of the December 5, 2000 Minutes

The Minutes were approved as submitted.

Additions to the Agenda: None

Limited Public Comment: None

MOVED BY COMM. MINTER, SUPPORTED BY COMM. SWOPE, TO APPROVE A CONSENT AGENDA FOR THE FOLLOWING ITEMS:

2. Drain Commissioner

a. Resolution Re-establishing Administrative Fee for "Plat Drains"

3. Purchasing - Request to Send Surplus Items to Consignment Auctioneer Services for Storage

4. District Court - Resolution to Authorize Budget Transfers Within 55th District Court

5. Housing Commission - Letter Requesting Authorization to Apply for a Community Block

Grant Application

6. Health Department

a. Recommendation to Amend Resolution No. 00-256

b. Resolution to Authorize a 2000-2001 Licensing Support Services Agreement with

the Department of Consumer & Industry Services

7. Human Resources

a. Resolution Recommending an Adjustment to the Parks Department Seasonal

Employee Wage Schedule

8. Board of Commissioners - Resolution to Increase Per Diem payments for the Board of Canvassers, Economic Development Corporation Board of Directors, Board of Election Commissioners, Fair Board, Family Independence Agency Board, Jury Board, Parks Board, Plat Board and Veterans Affairs

MOTION CARRIED UNANIMOUSLY.

MOVED BY COMM. MINTER, SUPPORTED BY COMM. SWOPE, TO APPROVE THE ITEMS ON THE CONSENT AGENDA. MOTION CARRIED UNANIMOUSLY.

1. Board Interviews - Ingham County Road Commission Interviews

Chairperson Stid informed the Committee that Walter Gurzenda would not be present tonight. His interview will be rescheduled.

The Committee interviewed the following applicants for the Road Commission vacancy:

Sam Bono Bruce Carr

Francisco Garcia, Jr. Paul Goulet

Jerry Ketchum Jean McDonald

Rick Williams

2. Drain Commissioner

b. Resolution Authorizing a Reorganization in the Drain Commissioner's Office

Mr. Lindemann described the current organization of the Drain Commissioner's Office. The work load has greatly increased over the past 20 years. Mr. Lindemann stated that he would like to reorganize the Office into a team approach to accomplish the goals and objectives for the next eight years. He further explained how the reorganization would allow the Office to complete its statutory responsibilities.

The Office currently has a shared position. The two employees sharing this position work 30 to 40 hours per week. However, they are only paid for 20 hours. Mr. Lindemann stated he would like to change the shared position into a full-time position. Mr. Pratt has been brought aboard to assist with the Office's responsibilities. The goal is to have three deputies with the same responsibilities as the current position of Chief Deputy Drain Commissioner. The Chief Deputy position will be re-titled to Deputy Drain Commissioner with no change to salary grade.

Mr. Lindemann explained Phase II of the Federal Clean Water Act which deals with non-point source pollution. Phase II began last year. Each municipality that meets certain criteria will be required to meet discharge standards for their storm water. The County will be responsible for meeting these standards. This will not be a simple task. Mr. Lindemann also informed the Committee the Office will be required by State law to verify and document all its files and also put them on record at the Register of Deeds Office. This will be an enormous job which has to be completed in ten years. The project cannot be completed with the current Office organization.

In response to Chairperson Stid, Mr. Lindemann stated the Office does not plan to ask for new money for the reorganization. A drain crew supervisor is currently paid from the County's General Fund and Drain Assessment funds. Mr. Lindemann stated he believes the supervisor's full wages should be paid from the Assessment funds. The County currently pays approximately $31,000 toward this position. Chapter 20 drains will be assessed administrative fees which should result in approximately $10,000. The total funds needed for the reorganization will be identified in detail at a later date. The Resolution states if the Drain Office cannot identify funding sources other than the General Fund, the reorganization will not take place.

Comm. Minter expressed his concerns regarding language contained in the Drain Commissioner's resolution. He also stated that having three deputies with concurrent jurisdictions may not serve the Office well from a management point of view. The title of Chief Deputy should remain in place. Mr. Lindemann explained the three deputies are at-will employees. Chairperson Stid explained that the Controller's Resolution requires that the second and third positions shall be filled in accordance with the County's established hiring procedures. This issue was discussed further. Mr. Lindemann stated the reorganization was thought out carefully. It is the desire of the Office employees to work as a team in order to work more efficiently.

In response to Comm. Celentino, Mr. Lindemann stated the full-time positions will be offered to the two employees sharing the shared-time position. It is his hope that they will accept the offer. He further stated he would retain authority in the Office.

The Committee held a general discussion regarding the financial implications of the reorganization. Chairperson Grebner stated the $63,970 amount in the fifth WHEREAS should be deleted. The County should never discuss an interim cost. It should only consider the long term cost at the top of the salary schedule. The Resolution should not reference the interim cost. Mr. Ambrose stated both costs were addressed. The fifth BE IT FURTHER RESOLVED stated the future additional costs of the reorganization should come from sources other than the General Fund. Chairperson Stid stated the $63,970 amount was included in the Resolution because it was not included in the general budget.

(Comm. Minter left the meeting at 9:02 p.m.)

Chairperson Grebner explained that the County budgets every position as if it will be filled by the current employee through the end of the year. Therefore, every department has unspent salary funds at the end of the year. There is some expectation that the extra funds will be returned to the General Fund. The County cannot allow the departments to cling to the unspent salary funds. The BOC only considers the real long term costs.

Chairperson Grebner stated the County should focus on the $97,976 and the fact that the two existing deputy drain commissioners will be receiving a substantial raise. The Office will also be creating an additional full-time position.

Mr. Pratt stated he believes the team concept will work. The work load will keep three deputy commissioners busy. He also explained that many organizations have moved to the team approach. Mr. Lindemann stated he is very confident that the team concept will be successful.

Chairperson Grebner suggested some amendments to the Resolution. The fifth WHEREAS paragraph should read: "WHEREAS, to implement this concept is estimated to cost $97,976 annually at maximum compensation levels; and." The sixth WHEREAS should read: "WHEREAS, the Drain Commissioner . . . or from sources other than the General fund, to offset the unbudgeted cost during 2001 of $63,970. The fifth BE IT FURTHER RESOLVED should read: "BE IT FURTHER RESOLVED, beginning in 2002, the additional cost of this reorganization will be identified from sources other than the General Fund."

The Committee accepted the proposed language changes as friendly amendments to the Resolution.

MOVED BY COMM. SWOPE, SUPPORTED BY COMM. DELEON, TO APPROVE THE RESOLUTION AUTHORIZING A REORGANIZATION IN THE DRAIN COMMISSIONER'S OFFICE AS AMENDED. MOTION CARRIED UNANIMOUSLY. Absent: Comm. Minter

7. Human Resources

b. Severance Pay for Nancy O'Shea

Mr. Hailey stated Ms. O'Shea is a judicial assistant. She was not retained by the incoming judge. Under the Managerial/Confidential Plan, Ms. O'Shea can be granted severance pay up to 90 days if she meets certain requirements. Ms. O'Shea could also request an additional 90 days under a different set of circumstances. Mr. Hailey explained that Ms. O'Shea meets the requirements because she was not at fault for not being retained by the incoming judge. Mr. Hailey recommended that Ms. O'Shea be granted the 90-day severance pay.

MOVED BY COMM. DELEON, SUPPORTED BY COMM. SWOPE, TO APPROVE THE SEVERANCE PAY FOR NANCY O'SHEA. MOTION CARRIED UNANIMOUSLY. Absent: Comm. Minter

c. Starting Salary for Rodney Taylor, MIS Director

In response to Chairperson Grebner, Mr. Ambrose stated the MIS Director salary range is $75,128 to $90,177. Mr. Taylor's starting salary will be $78,637.

MOVED BY COMM. CELENTINO, SUPPORTED BY COMM. DELEON, TO APPROVE THE STARTING SALARY, STEP 2 OF THE ESTABLISHED RANGE FOR THE MIS DIRECTOR, FOR RODNEY TAYLOR, MIS DIRECTOR. MOTION CARRIED UNANIMOUSLY. Absent: Comm. Minter

9. Board Referral - Letter from Oade, Stroud & Kleiman, Representing Donna Weaver, Regarding the Pollok Gravel Pit, Section 10, Ingham County

Mr. Earley stated he received a privileged communication from the County Attorney which advises the Board should not take any action on this matter. A court order has been issued which quiets title. The County Attorney will advise the plaintiff's attorney of the County's position on this matter.

Announcements

Chairperson Stid informed the Committee that she has requested that Mr. Earley schedule periodic meetings with liaison boards and commissions. The boards and commissions will present brief reports to this Committee.

Public Comment: None

The meeting adjourned at 9:27 p.m.

Respectfully submitted,

Debra Neff