COUNTY SERVICES

Approved 1/17/06

COUNTY SERVICES

Minutes

December 6, 2005

Members Present: Victor Celentino, Dale Copedge, Andy Schor, Mike Severino and Don Vickers

Members Absent: Debbie DeLeon

Others Present: Jerry Ambrose, Harold Hailey, Bob Moore, Allan Spyke, Paul Pratt, Mike Bryanton, Eric Schertzing, Gene Wriggelsworth, Rod Taylor, Harry Moxley, Vicky Harrison, Rick Terrill and others

The meeting was called to order by Chairperson Celentino at 7:01 p.m. in the Personnel Conference Room of the Human Services Building, 5303 S. Cedar, Lansing.

Approval of the November 15, 2005 Minutes

MOVED BY COMM. VICKERS, SUPPORTED BY COMM. COPEDGE, TO APPROVE THE NOVEMBER 15 MINUTES AS AMENDED. MOTION CARRIED UNANIMOUSLY. Absent: Comms. DeLeon and Severino

Additions to the Agenda

1c. Boards/Commissions Presentations – Youth Commission Interviewed – this item was pulled from the agenda.

4. Housing Commission – Presentation on Affordable Housing Assessment – this item was pulled from the agenda.

13a. Resolution Authorizing a Contract with Charles Blockett & Associates to Provide Executive Job Search for a County Controller

13b. Revised Staff Review Sheet

14. County Clerk – Resolution to Authorize a Line Item Transfer within the County Clerk’s Office for Temporary Personnel Costs

15. Health Department – Leave of Absence

16. Ingham County Controller’s Office/Tri-County Regional Planning Commission – Resolution supporting Regional Collaboration Efforts

17. Board of Commissioners – Resolution Honoring Paul Nilsson

Limited Public Comment: None

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

3. Parks Board – Resolution to Authorize a Transfer of Funds to be used for the Construction of Potter Park to Scott Woods Section of the River Trail South

5. Health Department – Resolution to Authorize Staffing Changes in the Adult Health, Sparrow and St. Lawrence Community Health Centers

7. Treasurer – Resolution Authorizing an Additional Lead Senior Accountant Position in the County Controller’s Office

8. Circuit Court/Friend of the Court – Resolution Authorizing Amendments to the Friend of the Court 2006 Budget

9. Economic Development Corporation – Resolution Authorizing the Renewal of the Retention Program Contract with a the City of Lansing for Business Retention Services

10. MIS Department – Correspondence from Rodney Taylor Regarding the Detroit Chief Information Officer (CIO) Executive Summit

12c. Controller’s Office – Resolution Amending Resolution #05-145 Updating Various Fees for County Services

13. Board of Commissioners

b. Resolution Adjusting Compensation for Appointed Boards and Commissions

c. Resolution Honoring Dr. Martin Luther King, Jr.

d. Resolution Honoring Gerald W. Ambrose, Ingham County Controller

MOTION CARRIED UNANIMOUSLY. Absent: Comms. DeLeon and Severino

MOVED BY COMM. VICKERS, SUPPORTED BY COMM. SCHOR, TO APPROVE THE ITEMS ON THE CONSENT AGENDA. MOTION CARRIED UNANIMOUSLY. Absent: Comms. DeLeon and Severino

1. Boards/Commissions Presentations

a. Environmental Affairs Interview

The Committee interviewed Sandra Diorka for a position on the Environmental Affairs Commission.

MOVED BY COMM. VICKERS, SUPPORTED BY COMM. COPEDGE, TO RECOMMEND THE APPOINTMENT OF SANDRA DIORKA TO THE ENVIRONMENTAL AFFAIRS AS A WATERWAYS REPRESENTATIVE. MOTION CARRIED UNANIMOUSLY. Absent: Comms. DeLeon and Severino

b. Historical Commission – Interviews

The Committee interviewed Luke Canfora and Ned Curtis for a position on the Historical Commission. There is one vacancy.

(Comm. Severino arrived at 7:16 p.m.)

After some discussion, the Committee determined to wait until a future meeting to make a recommendation.

2. Fair Board – Appointments

Chairperson Celentino stated action on the Fair Board appointments was tabled so that this Committee could consider a possible expansion of the Fair Board. The County Attorney has advised that there is no statutory limitation on the size of the Fair Board. Comm. Vickers explained the Fair Board should eventually expand its membership to become more diverse, however, he does not think the expansion should occur at this time.

The Committee held a brief discussion regarding the applicants who were previously interviewed by this Committee. Comm. Vickers stated the Fair Board would not mind the addition of two positions on the Fair Board. Comm. Schor suggested the Committee add two positions to the Fair Board and then reappoint the four existing members whose terms end December 31, 2005.

MOVED BY COMM. SCHOR, SUPPORTED BY COMM. VICKERS, TO EXPAND THE FAIR BOARD MEMBERSHIP FROM 11 TO 13.

Comm. Severino stated he will vote against the above motion at this time. He would appreciate having an opportunity to hear from the current Fair Board members regarding the possible expansion. Comm. Vickers stated he has had some informal discussion with his fellow Fair Board members regarding a possible expansion. The consensus of the Fair Board members appears to be that the Board should not be expanded at this time.

MOVED BY COMM. SCHOR, SUPPORTED BY COMM. VICKERS, TO TABLE THE MOTION TO EXPAND THE FAIR BOARD MEMBERSHIP FROM 11 TO 13 MEMBERS UNTIL THIS COMMITTEE MEETS IN JANUARY 2006. MOTION CARRIED UNANIMOUSLY. Absent: Comm. DeLeon

MOVED BY COMM. VICKERS, SUPPORTED BY COMM. COPEDGE, TO RECOMMEND THE REAPPOINTMENTS OF DEBBIE MILLER, JOANNE KINNE, ROBERTA HAMLIN AND MIKE PRELESNIK TO THE FAIR BOARD AND TO WAIVE THE TERM LIMITS FOR MR. PRELESNIK. MOTION CARRIED UNANIMOUSLY. Absent: Comm. DeLeon

6. Sheriff’s Office – Sheriff’s Office Reclassifications

Sheriff Wriggelsworth explained that he submitted requests for reclassifications to Mr. Hailey on behalf of Chief Deputy Vicki L. Harrison, Major Allan C. Spyke and Major Michael F. Carpenter. Mr. Hailey recommended pay grade increases for Chief Deputy Harrison and Major Carpenter. Major Spyke was not recommended for an increase.

Sheriff Wriggelsworth stated he respects the opinion of Mr. Hailey as related to Major Spyke. However, he does believe the position of Staff Services Administrator is also worthy of an increase. All Administrative positions at the Sheriff’s Office are deputized

as law enforcement officers and are expected to respond as such when necessary. Sheriff Wriggelsworth further explained his reasons for requesting the pay grade increase for Mr. Spyke. These reasons are outlined in his memorandum to this Committee which is dated November 14, 2005.

MOVED BY COMM. VICKERS, SUPPORTED BY COMM. SCHOR, TO AMEND THE RECOMMENDATION TO INCLUDE PAY GRADE INCREASES FOR MAJOR SPYKE AS WELL AS CHIEF DEPUTY HARRISON AND MAJOR CARPENTER.

Mr. Hailey distributed information to the Committee regarding the Rye Job Evaluation Plan as it pertains to this issue. He then explained his office denied the request for job grade increase for Major Spyke because the Staff Administrator’s position was red-lined due to the Evaluation. Any additions to staff or reclassifications are done in accordance with the Rye Evaluation. Mr. Hailey stated Major Spyke is a first level manager.

According to the Evaluation, jobs which involve the occasional direction of other employees “in the absence of the supervisor or manager” are considered not to have supervisory or managerial authority.

Comm. Schor stated Major Spyke’s position may have supervisory responsibilities from time to time. Although he may supervise personnel occasionally, the personnel are managed by other personnel. Comm. Schor agreed with Mr. Hailey’s recommendation.

Chairperson Celentino asked about overlaps in the supervisory role. Sheriff Wriggelsworth stated the current system is so rigid it doesn’t take any other factors into account. In response to Comm. Severino, Sheriff Wriggelsworth stated he is requesting an exception to the Evaluation in this case. Mr. Ambrose explained this issue is a matter of process. He suggested the Committee ask Mr. Hailey to draft a resolution indicating this Committee’s direction to make a specific exception in this matter. Mr. Ambrose then stated the Committee should keep in mind that if this reclassification for Mr. Spyke is approved, the door will be opened for other exception requests.

Mr. Ambrose stated the current system is not perfect; however, it is what we have at this time. He cautioned the Committee to about making an exception. If the Committee decides to make the exception, it should be very clear as to why it will make this exception and to challenge the validity of the Evaluation. Mr. Ambrose stated he

understands the position of Sheriff Wriggelsworth, but the County had a bad reclassification process prior to the Rye Study.

Mr. Hailey expressed his concern that if the Committee approves an exception in this case, it will find itself dealing with many other such requests from County employees. He then informed the Committee that the Purchasing Director will request a reclassification in January 2006.

Comm. Severino stated he appreciated Mr. Ambrose’s candor in this matter. He then asked why Mr. Ambrose believes the Study may need updating. Mr. Ambrose explained the Study may need updating due to changes in the marketplace.

Comm. Schor expressed his appreciation for Mr. Ambrose’s and Mr. Hailey’s concerns about this request. The Board of Commissioners has followed the Study pretty closely over the years. It is necessary to make exceptions to the Study from time to time. The Board will have to consider a new study eventually. He then stated the reclassification request for Major Spyke is warranted.

Comm. Vickers stated he appreciates the information submitted to the Committee on this matter. He then expressed his concern that there are two people with the same rank but two different pay grades. Comm. Vickers stated he would like to revise his motion due to the information he has received during this discussion.

MOVED BY COMM. VICKERS, SUPPORTED BY COMM. SCHOR, TO DIRECT STAFF TO DRAFT A RESOLUTION WHICH CLEARLY MAKES AN EXCEPTION BY RECLASSIFYING MAJOR SPYKE’S POSITION. MOTION CARRIED UNANIMOUSLY. Absent: Comm. DeLeon

11. Human Resources Department

a. Resolution Approving Changes in the Managerial/Confidential Personnel Manual and Approving Increases for County-Wide Elected Officials

Mr. Hailey stated a steering committee was formed consisting of managerial, confidential employees and elected officials. The steering committee evaluated surveys which had been completed by employees in the specific groups. Mr. Hailey stated the steering committee has recommended the following:

1) Increase life insurance for all covered employees, including elected officials to $50,000

2) Increase retiree life insurance from the current $2,000 to $4,000

3) Funeral Leave – add step-sister, step-brother and grandchildren to section 4(A) immediate family

4) FMLA – allow the unlimited use of sick leave accumulations for family members, with proper medical certification requiring the employee to be off work

5) Add longevity for part-time and three-quarter time employees computed as a percentage of the employee’s annual base salary on a pro-rata basis up to a maximum of $10,000 and $15,000

6) Provide salary increases as follows: 2.5% January 1, 2006; 2.5% January 1, 2007 and 3% January 1, 2008

Mr. Hailey stated the recommendations are within the guidelines.

Comm. Schor stated he was concerned regarding the longevity recommendation. After speaking with the Clerk, he now understands that some part-time and three-quarter time employees have been with the County for many years. Comm. Schor stated he would support the recommendation.

Comm. Severino stated he supports many of the changes, but he would not support the salary increase recommendations.

MOVED BY COMM. SEVERINO, SUPPORTED BY COMM. COPEDGE, TO DIVIDE THE QUESTION INTO TWO SEPARATE VOTES – ONE FOR ITEMS 1-5 AND THE BE IT FURTHER RESOLVED PARAGRAPH OF THE RESOLUTION AND ONE FOR ITEM 6. MOTION CARRIED UNANIMOUSLY. Absent: Comm. DeLeon

MOVED BY COMM. VICKERS, SUPPORTED BY COMM. SCHOR, TO APPROVE RECOMMENDATIONS 1-5 IN THE RESOLUTION. MOTION CARRIED UNANIMOUSLY. Absent: Comm. DeLeon

MOVED BY COMM. VICKERS, SUPPORTED BY COMM. SCHOR, TO APPROVE RECOMMENDATION SIX AND THE BE IT FURTHER RESOLVED PARAGRAPH OF THE RESOLUTION. MOTION CARRIED with Comm. Severino voting NO. Absent: Comm. DeLeon

b. Resolution Approving the FOP/Animal Control Collective Bargaining Agreement

Mr. Hailey stated a tentative agreement has been reached in this matter. The Resolution authorizes the following:

1) Increase on-call bonus by one (1) hour

2) Increase vacation accumulations from 280 to 300

3) Increase life insurance from $20,000 to $30,000

4) Increase the longevity cap from $18,000 to $20,000

5) Allow the use of sick leave accumulation for family members under the FMLA

6) Add CARES Employee Assistance program

7) Increase salaries 2.5% effective January 1, 2006, 2.5% effective January 1, 2007 and 3% effective January 1, 2008

Mr. Ambrose requested approval of the Resolution.

MOVED BY COMM. COPEDGE, SUPPORTED BY COMM. SEVERINO, TO APPROVE THE RESOLUTION APPROVING THE FOP/ANIMAL CONTROL COLLECTIVE BARGAINING AGREEMENT.

Comm. Schor asked if the County receives concessions when it gives in to some of the employees’ requests. Mr. Hailey stated the County did not receive any concessions in this case.

MOTION CARRIED UNANIMOUSLY. Absent: Comm. DeLeon

12. Controller’s Office

a. Resolution Setting Penalties for Parking Violations at the Veterans Memorial Courthouse/Grady Porter Building (Building)

MOVED BY COMM. VICKERS, SUPPORTED BY COMM. COPEDGE, TO TAKE THIS RESOLUTION OFF THE TABLE. MOTION CARRIED with Comm. Severino voting NO. Absent: Comm. DeLeon

Mr. Terrill, Purchasing Director, stated he has had discussions with the Circuit Court Administrators and the Prosecutor’s Office Administrators regarding the issue of people using the Building’s parking lot for reasons other than entering the Building. One vehicle was ticketed, but it was not enforced because there is no ordinance to enforce the ticket. People need to be made aware that the Building lot is not a public parking lot.

Chairperson Celentino asked if there are any penalties for the people who use the lot inappropriately. Mr. Ambrose explained the lot has regular and handicap parking spaces. The County does not regulate the handicap parking spaces. It does, however, have choices regarding the regular parking spaces.

Mr. Ambrose stated the reality is that it costs to park in Lansing for most people. A few years ago the County considered installing a gate at the lot but it was cost prohibitive. This is a small lot which does not have sufficient spaces to accommodate all people doing business at the Building. Mr. Ambrose stated the County is out of options at this time.

Comm. Schor asked as to who enforces the use of the Building lot. Mr. Terrill stated the Facilities Department enforces the lot. The Department does not, however, have dedicated staff to monitor the lot eight hours per day. Facility employees are at the site most days. These employees review the lot and make notes of suspect vehicles. The owners of these vehicles are given a written warning advising them they may be ticketed if found using the Building lot inappropriately again.

Comm. Schor asked if vehicles are ever wrongly ticketed. Mr. Terrill explained that vehicles would not be towed from the lot unless staff was 100% sure the vehicle did not belong on the lot.

Mr. Ambrose stated the issue of enforcing proper use of the lot would be discussed with the County Attorney. Comm. Schor stated if an ordinance is drafted, it should state that drivers will receive a written warning and that they have the ability to contest the ticket. He then asked if the lot currently has signage. Mr. Terrill stated there are signs which indicate who may use the lot. These signs are not adhered to.

This item was discussed further. Comm. Copedge asked if users of the lot give their license numbers to a lot guard. Mr. Terrill explained additional staff would be needed to handle the large volume of traffic using the lot. Comm. Vickers agreed that something definitely needs to be done regarding this matter. Sometimes heavy fines are needed to make people aware of the rules. He stated he does agree with Comm. Schor that more safeguards are needed. Comm. Vickers then expressed his concern regarding enforcement.

Comm. Severino stated the current situation creates an opportunity for change. He suggested the lot have a central meter. When this meter expires, tickets will be issued.

This would be a labor-free method of enforcing the lot rules. Mr. Ambrose stated the lot was initially designed for the use of jurors. If the lot was secured, it would actually provide a service to the residents. A gate would make sense; however, there would be costs to this method. The Committee continued its discussion of various ways to control parking in the Building lot.

Chairperson Celentino suggested the Committee table this item and then give staff directions as to how to proceed on this matter. Mr. Ambrose stated staff will bring a revised resolution back to this Committee.

b. Resolution Authorizing Adjustments to the 2005 Ingham County Budget and Authorizing the Controller to Make Year End Budget Adjustments

MOVED BY COMM. SCHOR, SUPPORTED BY COMM. VICKERS, TO APPROVE THE RESOLUTION AUTHORIZING ADJUSTMENTS TO THE 2005 INGHAM COUNTY BUDGET AND AUTHORIZING THE CONTROLLER TO MAKE YEAR END BUDGET ADJUSTMENTS.

In response to Comm. Schor, Mr. Ambrose explained how the Equipment Revolving Fund works.

MOTION CARRIED UNANIMOUSLY. Absent: Comm. DeLeon

13a. Board of Commissioners – Resolution Authorizing a Contract with Charles Blockett & Associates to Provide Executive Job Search for a County Controller

Mr. Hailey informed the Committee that Requests for Proposals were issued and five responses were received. Charles Blockett & Associates was the second least costly proposal. The first least costly firm is a New England firm. Staff has met with Blockett & Associates. The firm received an outline of what is wanted by the County Board of Commissioners in a Controller.

Mr. Hailey stated he realizes this is an expensive process. Hiring a facilitator will help the County to receive quality applications. This will be a sixteen week process. Comm. Schor asked if the Sheriff’s Office will conduct background checks on the applicants. Mr. Hailey explained there may be out of State applicants but the Sheriff’s Office could conduct the checks on in-State applicants.

MOVED BY COMM. SCHOR, SUPPORTED BY COMM. COPEDGE, TO APPROVE THE RESOLUTION AUTHORIZING A CONTRACT WITH CHARLES BLOCKETT & ASSOCIATES TO PROVIDE EXECUTIVE JOB SEARCH FOR A COUNTY CONTROLLER. MOTION CARRIED UNANIMOUSLY. Absent: Comm. DeLeon

6. Sheriff’s Office – Sheriff’s Office Reclassifications

This item was discussed and action was taken on this matter earlier in this meeting. Mr. Ambrose stated, at this time, that it would be possible to draft a resolution for this item for the Finance Committee meeting tomorrow evening. He did caution the Committee that they should be careful regarding there decisions to make exceptions to the Job Study. This exception will breed other requests for exceptions.

The Committee needs to consider the overall compensation schedule. Mr. Ambrose explained the purpose of the County’s compensation schedule is to attract and maintain professional employees.

Announcements

Mr. Ambrose stated he has greatly enjoyed working with the County Services Committee over the past several years.

Public Comment: None

The meeting adjourned at 8:36 p.m.

Respectfully submitted,

Debra Neff