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HomeMy WebLinkAboutResolutions - 2002.02.21 - 26782I February 21, 2002 REPORT MR #02014 BY: PERSONNEL COMMITTEE, NANCY DINGELDEY, CHAIRPERSON RE: PROBATE COURT — REORGANIZATION AND PERSONNEL RELATED ACTIONS To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: The Personnel Committee, having reviewed MR #02014 on February 6, 2002, recommends the resolution be adopted. Chairperson, on behalf of the Personnel Committee, I move the acceptance of the foregoing report. PERSONNEL COMMITTEE Personnel Committee Vote: Motion carried on unanimous roll call vote. MISCELLANEOUS RESOLUTION 402014 January 24, 2002 BY: PUBLIC SERVICES, HUGH D. CRAWFORD, CHAIRPERSON IN RE: PROBATE COURT - REORGANIZATION AND PERSONNEL RELATED ACTIONS TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS Chairperson, Ladies and Gentlemen: WHEREAS the structure and operations of Probate Court were profoundly altered with the establishment of the Family Court in 1998, the replacement of the Revised Probate Code of 1979 with the Estates and Protected Individuals Code (EPIC) in April 2000, and the realignment of the Circuit and Probate Courts in the FY 2001 budget process; and WHEREAS Oakland County's population continues to grow and age, placing increaingly complex demands on Probate Court staff; and WHEREAS an average of over 1,200 citizens are served per week by the Probate Court; and WHEREAS the Probate Court Administration has taken steps to improve their service to the citizens of Oakland County by extending service hours, designating specialized staff for complex fillings, allowing drop off of pleadings and mailing of filings, and constructed an expanded counter service area; and WHEREAS the Probate Court Administration proposes the following staff reorganization to improve their service to the citizens of ' Oakland County: create a new class titled - Probate Specialist; upwardly reclassify four (4) Deputy Probate Register II positions to the new Probate Specialist classification; upwardly reclassify five (5) Clerk III positions to Deputy Probate Register I; create one Clerk I position to be assigned to the filing room; and delete two (2) Student positions and one (1) PTNE General Clerical position. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners approves the creation of a Probate Specialist classification, non-exempt from overtime, removed from the Salary Administration Plan, with the following salary range: iii747 as: yoi 1 as 1 3 ye* 1 4 par a: Annual 30,732 32,586 34,445 36,300 38,159 40,015 Bi-weekly 1,181.98 1,253.30 1,324.80 1,396.16 1,467.66 1,539.02 BE IT FURTHER RESOLVED that the Oakland County Board of Commissioners approves the following changes in Probate Court/Estates and Mental Health: the upward reclassification of four (4) GF/GP Deputy Probate Register II positions (positions only) (34403-00291, -00405, - 01822, -03180) to the new Probate Specialist classification, and the upward reclassification of five (5) GF/GP Clerk III 34403-02490, - 02716, -05388, -05604, -07510) positions (position only) to Deputy Probate Register I. BE IT FURTHER RESOLVED that two (2) GF/GP Student positions (34403-00028, -00052) and one (1) GF/GP General Clerical position (34403-07872) be deleted in Probate Court/Estates and Mental Health. BE IT FURTHER RESOLVED that one GF/GP Clerk I position be created in Probate Court/Estates and Mental Health. Chairperson, on behalf of the Public Services Committee, I move adoption of the foregoing resolution. PUBLIC SERVICES COMMITTEE Public Services Committee Vote: Motion carried unanimously on a roll call vote with Buckley, McPherson and Coleman absent. January 24, 2002 Resolution #02014 The Chairperson referred the resolution to the Personnel and Finance Committees. There were no objections. REQUEST: 1) To create a new classification titled Probate Specialist. 2) To upwardly reclassify four (4) GF/GP Deputy Probate Register II positions to Probate Specialist 3) To upwardly reclassify five (5) GF/GP Clerk III positions to Deputy Probate Register I. 4) To create one (1) GF/GP Clerk I position. 5) To delete two (2) GF/GP Student positions and one (1) GF/GP General Clerical position. BOARD/COMMITTEE ACTION: Public Services Committee: 1/15/02 Board of Commissioners: 1/24/02 Personnel Committee: 2/06/02 Finance Committee 2/07/02 Final Board of Comm: 2/21/02 PROPOSED FUNDING: Contingency Fund OVERVIEW: Probate Court/Estates and Mental Health has been approached by the Bar Association to improve their ability to receive more personal assistance at the Probate Court Offices counter. The Bar is requesting this increase in personal assistance due to the growing complex nature of filings in Oakland County. As Oakland County's population continues to grow and age, increased demands are being placed on Probate Court. An average of over 1,200 citizens are served per week by the Probate Court. To help address these the need for added service the Court has already: - created a drop-off box for pleadings - scheduled the opening of the court service counters at 8 a.m. - concentrated new file openings to selected staff - allowed filing by mail - constructed a new counter service area with ten stations. In addition to these steps the Court is proposing an internal reorganization. The proposed reorganization would: 1. create a new class titled "Probate Specialist" specifically designed to handle the most complicated files and filing issues; 2. upwardly reclassify four (4) Deputy Probate Register II positions to the new Probate Specialist classification; 3. upwardly reclassify five (5) Clerk III positions to Deputy Probate Register I; 4. create one Clerk I position to be assigned to the filing room; and 5. delete two (2) Student positions and one (1) PTNE General Clerical position. The creation of the more specialized Probate Specialist classification will allow for the diversion of clients (public and attorneys) dealing with the most complex and problem filings to a specialist who concentrates on these complex files such as opening new estates and dealing with delinquent files. The diversion of these types of cases from the lines of clients waiting for services will allow for quicker more efficient service to the balance of the public and attorneys waiting for service at the counters. The creation of these Specialist positions should also allow for the saving of staff time of Judicial Staff Attorneys and Court Clerks who currently service a portion of these more complex cases. The upward reclassification of the Clerk III positions to Deputy Probate Register I positions will more closely reflect the need of the Probate Court. Clerk III employees currently post documents related to new file openings, assist Deputy Probate Registers with reviewing and processing daily filings not related to file opening or closings, process routine documents received by mail, oversee routine training of clerks/typists, and review unit documents. All of these duties are performed by Deputy Probate Register I positions. The creation of a Clerk Ito be assigned to the filing room on a rotating basis will remove some of the filing workload from the Deputy Probate Registers allowing them to have more time to service counter clients. The Clerk I will process deposits for wills, requests for forms and copy work, as well as provide clerical support in delinquency, review, and Estates and Mental Health areas. COUNTY EXECUTIVE RECOMMENDATION: Recommended as requested. PERTINENT SALARIES 2002 ‘G-4._ , Period Base ' ':-Jst yr 2nd yr... r 4th yr .5th yr Probate Specialist Ex Annual 30,732 32,586 34,445 36,300 38,159 40,015 (new class) Bi-weekly 1,181.98 1,253.30 1,324.80 1,396.16 1,467.66 1,539.02 Deputy Probate Ex Annual 27,955 29,646 31,337 33,025 34,719 36,406 Register II Bi-weekly 1,075.18 1,140.23 1,205.28 1,270.20 1,335.34 1,400.22 Deputy Probate Ex Annual 26,539 28,142 29,749 31,353 32,957 34,564 Register I Bi-weekly 1,020.73 1,082.38 1,144.19 1,205.90 1,267.59 1,329.39 Clerk III Ex Annual 25,202 26,725 28,250 29,775 31,300 32,827 Bi-weekly 969.3, 1027.87 1086.52 1145.18 1203.83 1262.57 Clerk I Ex Annual 21,407 22,700 23,998 25,297 26,594 27,889 Bi-weekly 823.36 873.09 923 972.96 1022.83 1072.66 General Clerical Ex Annual Hourly 9.85 Student Ex Annual Hourly 8.10 8.66 1 Note: Annual rates are shown for illustrative purposes only. SALARY AND FRINGE BENEFIT COST Annual Cost Remainder of Fiscal Year (2/23/02-9/30/02) 15 Pays Upwardly reclassify four (4) GF/GP Deputy Probate Register II to Probate Specialist Increase in salary @ I yr. step 2,940 1,696 Fringes @ 25.9% 761 439 Total: 3,701 2,135 Increase for four positions: 14,806 8,542 Upwardly Reclassify five (5) OF/OP Clerk III to Deputy Probate Register I Increase in salary @ 1 yr. step 1,417 818 Fringes @ 25.9% 367 212 Total: 1,784 1,029 Increase for five positions: 8,920 5,146 Create one (I) GF/GP Clerk 1 position Salary at 1 yr. step 22,700 13,096 Fringes @ 40% 9,080 5,238 Total cost: 31,780 18,335 Delete two (2) GF/GP Student positions PTNE 1,240 hours (10,746) (6,200) Fringes @ 8.9% (956) (552) Total: (11,702) (6,751) Total savings for two positions: (23,404) (13,503) Delete one (1) GF/GP General Clerical PINE 1,000 hours (9,850) (5,683) Fringes @ 8.9% (877) (506) Total savings for one position: (10,727) (6,188) Net Cost of Proposal: $21,375 $12,332 Draft: 1/7/02 OAKLAND COUNTY MICHIGAN Class Title: PROBATE SPECIALIST Department: Probate Court/ Estates and Mental Health Reports To: Chief-Estates/Mental Health Services or Office Supervisor II in Estate/Mental Health Services A. DESCRIPTION GENERAL SUMMARY Under limited supervision, is responsible for performing the most difficult and highly complex clerical support duties involving the processing of legal documents requiring extensive and current knowledge of legal procedures in the assigned area. Meets with the public and attorneys to assist with complex legal processes and procedures. Reviews and approves, at opening and closing, documents presented for filings that would open or close any Estate file. Reviews files and papers for accuracy and conformance to related laws, completeness, and may sign for judge in accordance with applicable statutes, court rules, administrative orders and court policies. On a rotating basis, prepares and reviews files for court. Prepares complex orders after court, where there is no attorney involved, and process appeals. Serves as back up at counter as needed, although is not assigned to the counter on a routine basis. SUPERVISION EXERCISED May function as a leader over lower level clerical employees. Oversees routine training of Deputy Probate Registers. Instructs, assists and checks employees in clerical procedures. TYPICAL DUTIES AND RESPONSIBILITIES Review and approve documents presented for filing that would open and close any Estate file, including decedents estates, guardianships and conservatorships, and developmentally disabled person's guardianships in Mental Health. Handle complex files during pendency of open matters, including filings pertaining to pre-trials and trials Handle all complex matters in Mental Health unit on a rotating basis. Oversee file management of complex matters going through the delinquency and review process. Assists private attorneys and the public by providing information regarding filing of documents and procedures involved in mental health commitments, guardianships, conservatorships, trusts, estate administration and miscellaneous matters under the jurisdiction of the Probate Court. Class Title: Probate Specialist Page A2 Receives, reviews for completeness and conformance to law and court procedures, distributes and files Probate Court documents according to procedures established by the court. Reviews files prior to court hearings to ensure that the proper documents have been filed. Types and prepares various Probate forms and orders. Certifies, posts and makes conformed copies of these forms and orders. Reviews orders following court hearings and enters orders which have been approved. Assists the public with the completion and processing of forms when they are not represented by attorneys. Arranges for the proper advertising on Probate matters when necessary and assures that the service of papers is made to all proper persons as required by law. Answers telephone calls from attorneys and the public regarding opening of cases requesting information on matters being processed. Releases information only in accordance with established court procedures. Refers persons to the proper official when necessary. Assists in developing policies, procedures and training materials consistent with current statutes, court rules, administrative orders and office practices. Assesses the impact of new court rules and statutes on current procedures and makes recommendations for necessary changes in procedures. Works as a unit to develop and maintain consistent practices and procedures. APPROVED BY: DATE: IMPORTANT NOTE: The primary purpose of this job description is to set a fair and equitable salary range for this job classification. Generally, only those key duties necessary for proper job evaluation and/or labor market analysis have been included. Other duties and responsibilities will be assigned by the supervisor. Draft: 1/7/02 OAKLAND COUNTY MICHIGAN Class Title: PROBATE SPECIALIST Department: Probate Court / Estates and Mental Health Reports To: Chief- Estate/Mental Health Services or Office Supervisor II in Estates/Mental Health. B. QUALIFICATIONS EXPERIENCE, TRAINING, KNOWLEDGES, SKILLS & ABILITIES A. Required Minimum Qualifications 1. Have regular Merit System status in the class of Deputy Probate Register I or a higher class; AND 2. Have had at least four (4) years of full-time experience in the Probate Court. 3. Pass the total examination, including the employment physical, established for this classification. 4. Satisfactorily complete the six month probationary period. B. Additional Desirable Qualifications 1. Considerable knowledge of Probate Court laws, rules, procedures, practices and procedures. 2. Considerable ability to perform legal clerical activities using personal computers. 3. Considerable ability to work successfully with attorneys and the public. 4. Reasonable tact in dealing with people. 5. Considerable knowledge of modern office practices and procedures. 6. Considerable ability to follow oral and written instructions. 7. Reasonable accuracy in using a keyboard and in using computer software. 8. Be a Notary Public. 9. Considerable skill in the use of the computer. APPROVED BY: DATE: Resolution #02014 January 24, 2002 The Chairperson referred the resolution to the Personnel and Finance Committees. There were no objections. FISCAL NOTE (M.A. #02014) February 21, 2002 BY: FINANCE COMMITTEE, SUE ANN DOUGLAS, CHAIRPERSON IN RE: PROBATE COURT - REORGANIZATION AND PERSONNEL RELATED ACTIONS TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS Chairperson, Ladies and Gentlemen: Pursuant to Rule XII-C of this Board, the Finance Committee has reviewed the above referenced resolution and finds: 1. The Probate Court requests a reorganization of its operations in response to the establishment of the Family Court, the realignment of the Circuit and Probate Courts during the FY 2001 budget process, and the replacement of the Revised Probate Code of 1979 with the Estates and Protected Individuals Code (EPIC). 2. The Probate Court Administration proposes the following staff reorganization: create a new class titled - Probate Specialist; upwardly reclassify four (4) Deputy Probate Register II positions to the new Probate Specialist classification; upwardly reclassify five (5) Clerk III positions to Deputy Probate Register I; create one Clerk I Position to be assigned to the filing room; and delete two (2) Student positions and one (1) PTNE General Clerical position. 3. The net cost of the reorganization is $12,338 for FY 2002 and $22,241 for FY 2003. Funds are available in the non- departmental contingency account to cover this increase. 4. the FY 2002 and FY 2003 Budget should be amended as specified below: General Fund(101) Expenditures 2-90-290000-25000-2564 Contingency FY 2002 FY 2003 ($12,338) ($22,241) Create New Class - Probate Specialist & Reclassify (4) Deputy Probate Register II's 2-34-403200-40005-2001 Salaries $ 6,784 $ 12,230 2-34-403200-40005-2074 Fringes 1,757 3,167 Sub-total $ 8,541 $ 15,397 Upward Reclassify - (5) Clerk III Positions to Deputy Probate Register I's @ one-year step 2-34-403200-40005-2001 Salaries $ 4,088 $ 7,370 2-34-403200-40005-2074 Fringes 1,059 1,909 Sub-total $ 5,147 $ 9,279 Create - (1) Clerk I Position assigned to filing room 2-34-403200-40005-2001 Salaries $ 13,096 $ 23,608 2-34-403200-40005-2074 Fringes 5,239 9,443 Sub-total $ 18,335 $ 33,051 Delete - (2) Student Positions 2-34-403200-40005-2001 Salaries ($ 12,391)($ 22,338) 2-34-403200-40005-2074 Fringes (1,103) ( 1,988) Sub-total ($ 13,494) ($24,326) FINANCE COMMITTEE Motion carried unanimously on a roll call vote with Palmer absent. Delete - (1) PTNE General Clerical Position 2-34-403200-40005-2001 Salaries ($ 5,685)($ 10,248) 2-34-403200-40005-2074 Fringes ( 506) ( 912) Sub-total ($ 6,191) ($11,160) Net Expenditures FINANCE COMMITTEE 0 $ G. William Caddell, County Clerk • Resolution #02014 February 21, 2002 Moved by Crawford supported by Dingeldey the resolutions on the Consent Agenda, as amended, be adopted. AYES: Appel, Brian, Buckley, Causey-Mitchell, Coleman, Crawford, Dingeldey, Douglas, Galloway, Garfield, Gregory, Law, McPherson, Melton, Middleton, Moffitt, Moss, Obrecht, Patterson, Sever, Suarez, Taub, Webster, Amos. (24) NAYS: None. (0) A sufficient majority having voted therefore, the resolutions on the Consent Agenda, as amended, were adopted. I HEREj;y7ArPPRO THE FOREGOING RESOLUTION Dato STATE OF MICHIGAN) COUNTY OF OAKLAND) I, G. William Caddell, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and accurate copy of a resolution adopted by the Oakland County Board of Commissioners on February 21, 2002 with the original record thereof now remaining in my office. In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at Pontiac, Michigan this 21st day of February, 2002. L Brooks 8 mon, County Executive .11•111.111111•1111.11111AINOM.I.