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HomeMy WebLinkAboutMinutes - 2003.01.22 - 35783THOMAS E. MIDDLETON Chairperson EILEEN T. KOWALL Vice Chairperson MATTIE HATCHETT Minority-Vice Chairperson January 22, 2003 The meeting was called to order by Chairperson Middleton a t 9:32 a.m. in Committee Room A, Auditorium Wing, County Service Center, Pontiac, Michigan. PERSONNEL COMMITTEE MEMBERS PRESENT: Thomas Middleton, Eileen Kowall, Mattie Hatchett, Sue Ann Douglas, Greg Jamian, Christine Long, Mike Rogers, George Suarez PERSONNEL COMMITTEE MEMBERS ABSENT WITH NOTICE: Eric Coleman OTHERS PRESENT Circuit Court Pam Howlett, Deputy Administrator Community Corrections Karen Peterson, Step Forward Supervisor Executive Office Robert Daddow, Assistant Deputy Gerald Poisson, Assistant Deputy Management and Budget Laurie Van Pelt, Director Personnel Judy Eaton, Director Tom Eaton, Deputy Director Nancy Scarlett, Manager Lois Koeber, Supervisor Prosecuting Attorney Dan Cojanu, Supervisor Lori Parrish, School Violence Coordinator Board of Commissioners Harvey Wedell, Senior Analyst Helen Hanger, Sr. Committee Coordinator APPROVAL OF THE PREVIOUS MINUTES Bullard moved approval of the minutes of December 3, 2002, as printed. Support ed by McMillin. Motion carried on a voice vote. PUBLIC COMMENT None. APPROVAL OF THE PREVIOUS MINUTES OAKLAND COUNTY BOARD OF COMMISSIONERS 1200 N. TELEGRAPH ROAD, PONTIAC, MI 48341-0470 Telephone (248) 858-0100 FAX (248) 858 -1572 PERSONNEL COMMITTEE Sue Ann Douglas Greg Jamian Christine Long Mike Rogers Eric Coleman George Suarez PERSONNEL COMMITTEE Page 2 January 22, 2003 Suarez moved approval of the previous minutes of December 4, 2002, as printed. Supported by Long. Motion carried on a voice vote. AGENDA ITEMS OVERVIEW OF PERSONNEL DEPARTMENT FUNCTIONS Ms. Eaton stated that Personnel Department staff would provide an overview of the functions of the department. Organizational and contact information was distributed. Human Resources Ms. Scarlett reviewed the function of the Personnel Department as identified under P.A. 139 of 1973 and the Merit System Rules, a copy of which was provided to each committee member. She explained that the Human Resources Division handles classifications and job evaluations, works w ith Board staff to coordinate the Committee's agenda and oversees salary classifications, salary grade placement and department reorganizations, as well as the intern and summer student programs and emergency salaries. The Selection and Placement Unit is responsible for recruitment, hiring and screening applications and works with the departments to determine their needs and to assist them in deciding whether to recruit through an internal or external process. An ISO Psychologist handles supervisory training and develops testing. The Unit also handles difficult to recruit areas and diversity activities. Information regarding the County's Diversity initiatives was distributed. The Employee Records and Salaries Unit processes employment records, as requi red by law, reference checks and handles the Human Resources and Financial Information System functions (HRFIS). This unit also oversees a clerical pool of part -time non-eligibles (PTNEs) which is utilized for short-term projects. Utilization of PTNEs ra ther than an outside agency assists with cost control. Mr. Middleton asked if you have to be a resident of Oakland County to be a County employee. Ms. Scarlett responded that in certain labor markets conditions the County can limit its hiring to Oakland County residents but this has never been done. The Personnel Department has also begun a Leadership Academy program, for which the first 11 participants are expected to complete the curriculum this summer. Revisions to the program may occur as participant input is received. Employee Relations Mr. Eaton explained that his Division is responsible for benefits, retirement, the Equal Employment Opportunity (EEO) function, training and labor relations. Mr. Eaton distributed a list of the County's Labor Relations Contracts and reviewed the status of several contracts currently pending. Of the County's 4,432 positions, there are currently 1,604 employees represented by 10 labor contracts. The Sheriff's Deputies and the Sheriff's Command Officers Bargaining Units are both eligible for 312 binding arbitration (P.A. 312 of 1969). Once ratified, these contracts are brought before the Personnel Committee, the Finance Committee and the Board of Commissioners for final approval. The EEO Unit is responsible for the administration of the Affirmative Action Plan and accommodations under the Americans with Disabilities Act (ADA). An Affirmative Action Report is put together annually and brought to the committee for review. New employees are provided with a copy of the Merit System PERSONNEL COMMITTEE Page 3 January 22, 2003 Rules and are required to sign a letter indicating that they have received these Rules. The Employee Relations Division also administers the functions of Employee Benefits, Retirement Administration and Training & Development. A Retir ement Incentive Plan, authorized by M.R. #02236, is currently being implemented. To date, 191 employees have signed up for the plan and another 23 are considering participation. The final date to file is January 31, 2003. The plan is expected to assist the County with its current budget shortfall. The Personnel Appeals Board hears disciplinary action appeals. This Board consists of two commissioners, appointed by the Chairperson of the Board of Commissioners. Two members are elected (who are not curr ently employees or have been county employees for at least one year) by the employees at large and a fifth member is elected by the other four. Mr. Rogers indicated he had spoken to a gentleman who had attended a Diversity Workshop at Glen Oaks and had several concerns regarding ADA requirements. Ms. Eaton stated that those concerns had been addressed and that this gentleman has offered to sit on the Diversity Council. FISCAL YEAR 2003/2004 BUDGET OUTLOOK Ms. VanPelt explained that the County Executive has established a Budget Task Force to develop budget recommendations in response to the County's FY 2004 budget shortfall, a result of the continued decline in State revenue. Revenue sharing is tied to state sales tax revenue. Cities, villages and townships (CVTs) receive constitutional revenue sharing; counties do not. This revenue sharing is protected. Counties do receive statutory revenue sharing; however, this piece of revenue sharing is not protected. The State is moving towards completely eliminat ing statutory revenue sharing. The Task Force consists of the County Executive's two deputies and their two assistant deputies, with Ms. Eaton and Ms. Van Pelt assisting as support staff. A Budget Task Summary for Fiscal Year 2004 (FY 04) and a white paper explaining the assumptions used to develop the Budget Task Summary, as well as information on the Personnel Impact by Department as of January, 2003, were distributed. These documents are a result of the work done by this Task Force. Ms. VanPelt explained the County's annual budget process, whereby a General Appropriations Act is annually adopted with a two -year budget. As the State moves forward in its attempts to balance its own budget in response to declining revenue, a result of the slowed natio nal economy, the County's shortfall is increasing. The original budget task for FY2004 was to identify reductions to address the known $13.9 million shortfall. When this original shortfall was discovered, the County Executive met with all the other County wide elected officials to target amounts to correct the problem. This is identified as Phase I of the Budget Task. The quarterly budget forecast and amendments resolution will be coming to the committee in February to address Phase I adjustments to balan ce the budget. The Board of Commissioners (BOC) is requesting an adjustment to their original budget task to remove the Library Board operation and the fixed costs for 25 commissioners' salaries and benefits. The Board of Commissioners has no interaction with the Library Board other than that the Library Board is organizationally recognized under the BOC and that appointments to the Library Board are made by the BOC. As additional information is received, it is apparent that further reductions are ne cessary. New issues being identified for Phase II include the following estimates: $3.5 million reduction in property tax revenue; $4.4 million in increased health care costs; an additional $1.5 million in out -county placement costs as a result of jail o vercrowding; an estimated $600,000 loss of revenue resulting from MCI's blocking of inmate phone calls; a $225,000 reduction in indirect costs as a result of anticipated state PERSONNEL COMMITTEE Page 4 January 22, 2003 grant reductions; and a $325,000 decrease in state funding for Community Correct ions' Probation Residential Centers. The General Fund will be assisted by an estimated $800,000 in increased Clerk/Register of Deeds document recording revenue. These fees are a result of action passed by the State Legislature. All total, these adjustme nts have now increased the County's shortfall to $23.6 million. Additional recommendations for reductions will continue to be brought forward as the state attempts to balance its budget. Ms. Eaton reviewed the information in the handout pertaining to Pe rsonnel Impacts by Department. A total of 155 General Fund/General Purpose (GF/GP) positions are being deleted to address the Phase I Budget Task. This will save the County $6.6 million. Personnel is working with the Elected Officials to determine which positions can be deleted in 2003 rather than 2004. Layoffs are not anticipated as a result of Phase I. Bumping options are being reviewed for some employees. Ms. Douglas asked that staff provide documentation showing what the various percentages of e ach elected official's budget was of contracts, grants, etc. Ms. Douglas also asked what percentage of those positions being vacated through the early out retirement program were GF/GP positions. Ms. Van Pelt indicated that Management and Budget staff wo uld provide the budget information requested by Ms. Douglas. Ms. Eaton responded to Ms. Douglas that of the 191 taking the program to date, 136 were GF/GP positions. Mr. Poisson reminded the Committee that all resolutions authorizing the acceptance of gr ants do specify that if the program is eliminated, the positions are deleted. The Uniform Budgeting and Accounting Act requires that the County's budget be balanced. PROSECUTING ATTORNEY, CIRCUIT COURT/FAMILY DIVISION AND PUBLIC SERVICES/COMMUNITY CORREC TIONS DIVISION - FISCAL YEAR 2003 JUVENILE ACCOUNTABILITY INCENTIVE BLOCK GRANT (JAIBG) GRANT ACCEPTANCE The Michigan Family Independence Agency has awarded a fifth year of grant funding in the amount of $498,833, of which $49,883 is the County's match por tion. Funds will be used to support: one Paralegal, one Probation Office I, and one Social Worker for the Prosecuting Attorney's Teen Court and School Violence programs; one Youth and Family Caseworker II for the Circuit Court/Family Division's juvenile probation Intensive Reintegration Aftercare Program (IRAP) and a portion of the Juvenile Drug Court; one Community Corrections Specialist II, one Supervisor and one Case Management Coordinator for a portion of the Community Corrections' InStep program. In formation regarding the Prosecutor's School Violence Program and Teen Court Program was distributed. MS. KOWALL ASSUMED THE CHAIR AT 11:05 A.M. Ms. Parrish from the Prosecuting Attorney's Office, Ms. Howlett from the Circuit Court/Family Division and Ms. Peterson from Community Corrections all explained the particulars of each program. MR. MIDDLETON RESUMED THE CHAIR AT 12:01 P.M. Ms. Hatchett inquired as to whether the Pontiac School District was participating in these programs. Ms. Parrish indicated that they have been to both Franklin Elementary and Washington Middle School to speak to staff about the School Violence Program. The principal at Washington Middle School is participating as part of the advisory committee. Suarez moved approval of the attached suggested report. Supported by Jamian. PERSONNEL COMMITTEE Page 5 January 22, 2003 Motion carried unanimously on a roll call vote with Coleman absent. PERSONNEL - APPOINTMENTS TO THE JOB EVALUATION REVIEW PANEL The Job Evaluation Review Panel was created by Miscellaneous Resolutio n (MR) #85356 and amended per MR #95068. Ms. Koeber explained the function of the Job Evaluation Review Panel, which hears appeals of Salary Grade Reviews conducted by the Personnel Department. The Panel consists of five members and four alternates. On January 9, 2003, the Board of Commissioners approved appointment of Commissioners Eric Coleman and Eileen Kowall, with Sue Ann Douglas as the alternate. Concurrence by the Personnel Committee is required for these appointments. Long moved to report to recommend the appointments of Eric Coleman, Eileen Kowall and Sue Ann Douglas to the Job Evaluation Review Panel. Supported by Hatchett. Motion carried unanimously on a roll call vote with Coleman absent. CLASSIFICATION DETERMINATION HEARING SUBCOMMITTEE Merit Rule 3 established the Classification Determination Hearing Subcommittee to determine classification placements. The Subcommittee is composed of three commissioner members and one alternate, appointed by the Chairperson of the Personnel Committee. Appointments are made annually and terms are January 1 - December 31. Mr. Middleton noted that Mr. Coleman has expressed an interested in being considered for an appointment. Ms. Douglas and Mr. Jamian also indicated they would volunteer to serve. Mr. Middleton stated that he would take additional names and consider these appointments at the next meeting of the Personnel Committee. CONSENT AGENDA A. Position Change Summary Report B. Sheriff - Aviation Program Update Suarez moved to receive and file the Consent Agenda. Supported by Rogers. Motion carried on a voice vote. ADJOURNMENT There being no other business to come before the committee, the meeting adjourned at 11:37 a.m. _________________________________ __________________________________ Helen Hanger James H. VanLeuven, Jr. Senior Committee Coordinator Administrative Director PERSONNEL COMMITTEE Page 6 January 22, 2003 NOTE: The foregoing minutes are subject to committee approval.