Amended 2/20/07
COUNTY SERVICES
February 6, 2007
Minutes
Members Present: Debbie DeLeon, Todd Tennis, Dale Copedge, Deb Nolan, Mike Severino, Steve Dougan and Board Chairperson Marc Thomas
Members Absent: None
Others Present: Jared Cypher, Harold Hailey, Janeil Valentine, George Vernon, Maureen Winslow, David Easterday, Paul Kindel, Jim Hudgins, Teresa Borsuk, Stacy Sheridan, Dr. Sienko, Mike Bryanton, Bob Moore, Judge Collette, Don Reisig, Harry Moxley, Amy Alicea, Rami Janoudi, Adam Miller, Robert VanKirk, Trey Williams and Dennis Pido
The meeting was called to order by Chairperson DeLeon at 7:02 p.m. in the Personnel Conference Room of the Human Services Building, 5303 S. Cedar, Lansing.
Approval of the January 16, 2007 Minutes
MOVED BY NOLAN, SUPPORTED BY TENNIS, TO APPROVE THE JANUARY 16 MINUTES AS AMENDED. MOTION CARRIED UNANIMOUSLY.
The Minutes were amended as follows:
Page One: Arthur Bice was changed to Arthur Walker
Page Two: Comm. Soule was replaced with Comm. Tennis
Additions to the Agenda
2. Substitute Resolution
4. Additional Information
8a. Additional Information
Limited Public Comment:
Mr. Pido stated he has been overlooked for a promotion numerous times. The people receiving the promotions had less experience than Mr. Pido. Mr. Pido then stated his case is being investigated by the State Office of Civil Rights. He further stated he has received several letters of accommodation; however, they have not been placed in his personnel file.
Mr. Hailey stated it is not the obligation of the Department Managers to place letters of accommodation in the personnel files. Letters will be placed in the files at the request of the Department heads.
MOVED BY COMM. SEVERINO, SUPPORTED BY COMM. TENNIS, TO APPROVE A CONSENT AGENDA FOR THE FOLLOWING ITEMS:
3b. Agricultural Preservation Board - Resolution Authorizing a Contract Extension with Sheridan Land Consulting to Provide Technical Assistance to the Ingham County Agricultural Preservation Board
7. Human Services Committee – Resolution Appointing the Ingham County Health Officer
8. Purchasing
a. Resolution Authorizing an Agreement Extension with Comerica for the Procurement Card Program
9. Management Information Services – Resolution Authorizing a Contract with Tyler Technologies – Eagle Division to Upgrade the eRecording Software for the County Clerk’s Office
MOTION CARRIED UNANIMOUSLY.
MOVED BY COMM. SEVERINO, SUPPORTED BY COMM. TENNIS, TO APPROVE THE ITEMS ON THE CONSENT AGENDA. MOTION CARRIED UNANIMOUSLY.
1. Presentations
a. Youth Commission – 2006 Semi-Annual Report
Chairperson DeLeon stated she is pleased with the Youth Commission’s progress and with the issues they are addressing. She then invited the Youth Commission to provide a brief presentation to the BOC.
Amy Alicea, Rami Janoudi, Adam Miller, Robert VanKirk and Trey Williams reviewed the Annual Report.
Mr. Janoudi addressed the recruiting efforts and finance report. Ms. Alicea reviewed the legislative events. 7:15:11 PM
Mr. VanKirk spoke regarding the Youth Commission’s resolution in support of the Congress’ Military Readiness and Enhancement Act, as it pertains to the military’s “Don’t Ask, Don’t Tell” Discrimination Policy. He then encouraged the BOC to approve a similar resolution. Mr. VanKirk stated the Army and the youth of this County are in support of this resolution.
Mr. Miller reviewed the current efforts of the Youth Commission. The efforts are included in their Annual Report.
Ms. Alicea stated the Youth Commission held a teen forum at the Southside Community Center. Approximately 30 to 40 youth attended this forum.
Mr. VanKirk informed the Committee that the Commission has a new website. The purpose of the website is to help youth around the county to understand the workings of congress. He further stated the Commission is working on a membership campaign. The Youth Commission membership is full; and, the Commission has a waiting list for the first time since its inception.
Comm. Tennis congratulated the Commission on its membership drive. Comm. Dougan asked if the Commission is reaching out to all public and private schools in the County. Mr. Miller stated the Commission does reach out to the public and private schools.
Comm. Severino commended the Youth Commission for its interest in local and national issues.
b. Housing Commission – Review Applications
Chairperson DeLeon asked the Committee if it wants to interview all six of the applicants at one time. The Committee consented to interviewing the six applicants at one time.
MOVED COMM. TENNIS, SUPPORTED BY COMM. NOLAN, TO WAIVE THE THRESHHOLD AND TO INTERVIEW THE SIX APPLICANTS FOR THE HOUSING COMMISSION. MOTION CARRIED UNANIMOUSLY.
Mr. Cypher stated he will confer with Ms. Bennett regarding the interview schedule for the Housing Commission applicants.
2. County Clerk – Resolution Increasing the Fee Charged for Marriage Ceremonies Officiated by the County Clerk
MOVED BY COMM. SEVERINO, SUPPORTED BY COMM. COPEDGE, TO APPROVE THE RESOLUTION INCREASING THE FEE CHARGED FOR MARRIAGE CEREMONIES OFFICIATED BY THE COUNTY CLERK.
Mr. Bryanton explained the Governor signed a law last year which allows Clerks to perform marriages. Proceeds from the ceremonies will be placed in the General Fund. The Clerk’s Office has performed many marriages. County residents seem to appreciate the beauty and convience of the Courthouse. Mr. Bryanton further stated the proposed $25 fee is reasonable.
Comm. Tennis asked for an estimate of the cost for the Clerk’s Office to provide marriage ceremonies. Mr. Bryanton stated the actual cost is approximately $21.
MOTION CARRIED with Comm. Severino voting NO.
3. Agricultural Preservation Board
a. 2006 Annual Report
Mr. Kindel and Ms. Sheridan addressed the Committee regarding the Annual Report. This Report is included in tonight’s agenda material. The Committee held a brief discussion regarding the Report.
4. Equal Opportunity Committee – Substitute Resolution to Modify the Current Hiring Process Under the County Equal Opportunity Employment Plan
Mr. Hailey summarized the EOC’s recommendation. Departments will be required to use interviewing panels, standardized job-related questions and to show each applicant is weighted in the overall scoring. Once the interview process is completed, Department heads will be required to submit a total employment package to the Human Resources Department for their review. This review is to be completed before a position is offered to an applicant.
MOVED BY COMM. NOLAN, SUPPORTED BY COMM. COPEDGE, TO APPROVE THE SUBSTITUTE RESOLUTION TO MODIFY THE CURRENT HIRING PROCESS UNDER THE COUNTY EQUAL OPPORTUNITY EMPLOYMENT PLAN.
The Chairperson asked if staff has any comments on this matter.
Judge Collette stated the County is blessed with the Personnel Department. He suggested the Committee forward the proposed modifications to legal counsel. Judge Collette then stated each candidate the court receives has been referred from the Human Resources Department. The recommendations would only prolong the hiring process. If the recommendations are adopted, a form or process should be adopted by the Human Resources department to use in the new hiring process. It is important that the County has a process to ensure fair hiring practices.
Chairperson DeLeon stated many members of the EOC are retirees from the State of Michigan. The proposed recommendations are used by the State in their hiring process. Also, there have been some concerns over the years that not all applicants are interviewed once they have been referred from the Human Resources Department.
Judge Collette stated he does not oppose any recommendation which ensures fair hiring practices. He then stated a number of court personnel believe the current hiring process is appropriate. The court interviews all referees who have been referred from Human Resources. Judge Collette further stated the Court wants to be a part of a hiring system which ensures a fair process for all applicants. The new process should be fairly applied to all County personnel.
Comm. Severino stated many of the written comments this Committee received tonight address the Human Resources Department’s second review of the applicant. Perhaps this one step could be removed to satisfy the many concerns of staff.
Mr. Easterday stated the Court interviews all referrals. That is Court policy. The Court does not have a standardized set of questions for all court positions; however, questions are standardized for each position. Mr. Easterday further stated the last step of the proposed recommendations incurs a hiring delay for the Court.
Chairperson DeLeon stated she does not believe the last step in the process will add much time to the current process. Mr. Hailey could possibly guarantee a 24-hour turn around time for the last step in the process. He only has to review the package to determine the applicant meets all County requirements.
Mr. Easterday asked how the weighted scoring process will work. Mr. Hailey explained the EOC believes that some aspects of the job function should include more specific questions. The intent of the recommendations is not change the questions staff currently asks of its applicants. The Human Resources Department will work with the departments to explain the weighing process.
Comm. Severino asked if the County would be subject to litigation if the proposed hiring process is not followed due to a lack of training. Mr. Hailey stated the County is subject to litigation if it does not treat all applicants equally. The HR Department ensures the process is followed.
Chairperson DeLeon stated the suggested changes were not intended to address the issue of diversity. The purpose of the proposed recommendations is to ensure that all departments are following the same hiring policy. Comm. Copedge stated the County needs some policy to ensure the process is followed. The Court does an excellent job in their hiring process. He further stated some thing needs to be done to establish a standard to abate litigation. Comm. Copedge then questioned the 24-hour turn around time. The review process may take more than a day, considering the heavy work load of the HR Department. Mr. Hailey stated he will make every effort to meet the timeframe.
This discussion continued. Judge Collette suggested the HR Department be given ample time to implement the new process before making it effective on the departments.
Comm. Nolan suggested the Committee take Judge Collette’s advice and submit the recommendations to the County Attorney for their review. This Resolution should be tabled until the review is complete. Comm. Dougan stated comments regarding this item should be forwarded to the EOC. The Committee consented to Comm. Dougan’s suggestion.
MOVED BY COMM.NOLAN, SUPPORTED BY COMM. COPEDGE, TO TABLE THE RESOLUTION TO THE MARCH 6, 2007 MEETING. MOTION CARRIED UNANIMOUSLY.
5. Parks Department – Memorandum from the Parks Committee Notifying the Board of a Fee Increase which is Required per Resolution #05-295
Mr. Moore explained Parks Department staff has determined that extending the current four-day nature camp to five days would benefit the people using this service.
Comm. Severino asked if this Committee should approve a resolution for this request. Chairperson DeLeon stated a resolution would be drafted at the direction of this Committee.
The Committee consented to the Parks Department’s request.
6. Health Department – Recommendation to Start a Dentist at Step 5
MOVED BY COMM. SEVERINO, SUPPORTED BY COMM. TENNIS, TO APPROVE THE RECOMMENDATION TO START A DENTIST AT STEP 5.
Dr. Sienko explained that the Dental Clinic lost a Dentist recently. The County’s current salary range for dentists is not favorable in the current market.
In response to Comm. Dougan, Mr. Hailey explained the Human Resources Department has struggled with identifying an appropriate salary for the dental positions. The salary is adjusted from time to time. Comm. Tennis stated his belief that the receipt of one application indicates the salary is too low.
MOTION CARRIED UNANIMOUSLY.
8. Purchasing
b. Informational Item – Sale of County Property
Mr. Cypher stated he would forward any concerns to the Purchasing Director. Chairperson DeLeon stated she was aware of this sale process. Comm. Dougan stated this property may have been appropriate for the new Continuum of Care facility.
c. Report on Prevailing Wage Monitoring and Compliance
Informational. No discussion.
The Report was received and placed on file. The Committee did not discuss this item.
10. County Services Committee – Resolution Clarifying the Responsibilities of the Fair Board and Fair Manager
MOVED BY COMM. DOUGAN, SUPPORTED BY COMM. TENNIS, TO APPROVE THE RESOLUTION CLARIFYING THE RESPONSIBILITIES OF THE FAIR BOARD AND FAIR MANAGER.
Comm. Severino stated this Resolution addresses concerns from last year. The Resolution should, however, require the Fair Board Manager to report to the Controller’s Office. The Resolution states the Manager is to report to the Fair Board. Comm. Severino stated he will wait for one year to see how this situation works. If it is not appropriate, he will suggest an amendment to require the Fair Board Manager to report to the Controller’s Office.
Chairperson DeLeon stated the current process has worked well in the past. Board Chairperson Thomas stated he met with Mr. Cypher and Comm. DeLeon regarding the drafting of this Resolution. He further stated Comm. Severino’s suggestion was not considered during those discussions. Mr. Cypher stated the Controller’s Office is willing to assist the Manager when necessary.
Mr. Cypher stated the new manager will need support in the management of the facilities and in working with the Board under this new arrangement. The Controller’s Office will assist with the implementation of a new capital improvement plan.
Chairperson Thomas stated the Manager should have a working
relationship with the
Controller’s Office. Comm. Copedge agreed with Comm. Severino’s position.
Currently, the Fair Board Manager does not receive any guidance. It would be
appropriate to have the Manager report to the Controller’s Office. Solid rules
and guidance should be provided to the new Manager if he/she is to report to
the Fair Board.
Chairperson DeLeon stated the last BIFR paragraph addresses Comm. Copedge’s concerns. She further stated the Fair Board staff has reviewed this resolution.
Comm. Nolan suggested the Committee table this item while staff redrafts same to reflect the wishes of this Committee.
Comm. Tennis stated he is not sure that he wants the Fair Board to be a policy making body. Comm. Nolan shared Comm. Tennis’ concern. The Fair Board should operate similar to the Animal Control Office. Comm. Tennis stated the Fair Board acts in an advisory capacity to the Board of Commissioners. The Resolution should be clarified regarding this matter.
The Committee continued its discussion of this item. Chairperson Thomas encouraged the Committee to not strip the Fair Board of all its powers. He would support having the Fair Board Manager report to the Controller’s Office. The Manager should report to the Controller’s Office, and the Fair Board should maintain its policy oversight.
MOVED BY COMM. NOLAN, SUPPORTED BY COMM. SEVERINO, TO ALLOW STAFF TIME TO REWORK THE RESOLUTION TO RELFECT THE WISHES OF THIS COMMITTEE. MOTION CARRIED UNANIMOUSLY.
Comm. Nolan requested staff to draft a resolution in support of the Youth Commission’s resolution for this Committee’s approval at its next meeting. She then stated she would appreciate receiving a periodic update regarding Mr. Pido’s complaint. Mr. Hailey explained it may take two or three years before Mr. Pido’s complaint is resolved. It will probably be dismissed due to a lack of evidence.
Chairperson DeLeon asked staff to email the additional information for agenda item #8a to Comm. Grebner. Mr. Cypher stated he would take care of this request.
11. Board Referrals
a. Letter from John A. Bricker, United States Department of Agriculture, Regarding the Timberland RC&D Area Expansion
Chairperson DeLeon stated she held a discussion with the Drain Commissioner regarding this matter. He will serve as the Board’s representative in this matter. A resolution should be drafted making this appointment official. Board Chairperson Thomas stated he will handle this matter under special orders at the upcoming Board meeting.
b. Letter from Virginia M. Janssen, Dynamic Environmental Associates, Inc. Regarding an Existing Telecommunications Tower Facility Located in Ingham County
The Letter was referred to the Facilities Department.
Public Comment: None
Announcements
Chairperson DeLeon informed the Committee that she will be out of town for the next Committee meeting.
Mr. Hailey informed the Committee that he has received a decision regarding the Sheriff Deputy contract. He then spoke briefly regarding this decision. The agreement expires at the end of this year.
The meeting adjourned at 9:17 p.m.
Respectfully submitted,
Debra Neff