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HomeMy WebLinkAboutMinutes - 2015.12.02 - 36941Michael Spisz Chairperson Bob Hoffman Vice Chairperson Helaine Zack Minority Vice Chairperson December 2, 2015 Chairperson Spisz called the meeting of the Human Resources Committee to order at 1:30 p.m. in Committee Room A of the Commissioners’ Auditorium Wing, County Service Center in Pontiac, Michigan. COMMITTEE MEMBERS PRESENT : Michael Spisz, Bob Hoffman, Helaine Zack, Thomas Middleton, Philip Weipert, Wade Fleming, David Bowman COMMITTEE MEMBERS ABSENT: None OTHERS PRESENT CLERK/REGISTER OF DEEDS Jennifer Howden, Chief Deputy Clerk EXECUTIVE OFFICE Phil Bertolini, Deputy Executive II GENERAL PUBLIC Jake Janowitz, Roeper High School Student John Kruszewski, Roeper High School Student HUMAN RESOURCES Jordie Kramer, Director Lori Taylor, Deputy Director Judy Fandale, Retirement Administrator Jennifer Hain, Benefits Administration Mgr. Heather Mason, Comp/Class Supv. Kristy Slosson, Workforce Management Supv. Frank Russell, Analyst III Julie Fisher, Analyst III Sara Kohn, Analyst II Monica Buchholz, Analyst I Michelle Whistler, College Intern INFORMATION TECHNOLOGY Janette McKenna, Chief, Internal Services SHERIFF’S OFFICE Mike McCabe, Undersheriff Dale Cunningham, Business Manager WATER RESOURCES Sherri Gee, Chief, Administration Services Tim Prince, Manager BOARD OF COMMISSIONERS Jim VerPloeg, Administrative Director Connie Srogi, Analyst Jami Monte, Committee Coordinator PLEDGE OF ALLEGIANCE Chairperson Spisz led the Pledge of Allegiance. OAKLAND COUNTY BOARD OF COMMISSIONERS 1200 NORTH TELEGRAPH ROAD, BLDG. 12E, PONTIAC, MICHIGAN 48341 -0475 Telephone: (248) 858 -0100 FAX: (248) 858 -1572 HUMAN RESOURCES COMMITTEE Thomas Middleton Philip Weipert Wade Fleming David Bowman HUMAN RESOURCES COMMITTEE Page 2 December 2, 2015 APPROVAL OF THE PREVIOUS MINUTES Middleton moved approval of the previous minutes of October 22, 2015, as printed. Supported by Fleming. Motion carried on a voice vote. APPROVAL OF THE AGENDA Fleming moved approval of the Agenda, as presented. Supported by Weipert. Motion carried on a voice vote. PUBLIC COMMENT Mr. VerPloeg introduced Jake and John , juniors at Roeper High School fulfilling volunteer hours for their government class. AGENDA ITEMS 1. MR #15285 – SHERIFF’S OFFICE AND PUBLIC SERVICES – ANIMAL CONTROL DIVISION POSITION CHANGES The Sheriff’s Office and Public Services Department are seeking a pproval to create 1 Full-Time Eligible (FTE), General Fund/General Purpose (GF/GP) Corrections Deputy I position, 3 Part-Time Non-eligible (PTNE), GF/GP, 1,000 hours per year Court Deputy II positions, and delete 1 Full -Time Non-eligible (FTNE), GF/GP, 2,000 hours per year Office Assistant I position , as well as retitle the Sheriff/Courthouse Security Unit to Sheriff/Campus & Courthouse Security . The Sheriff’s Office provides 12 i nmates who have gained trustee status to perform labor tasks such as cleaning, feeding, and exercising the animals. The current guards who transport and supervise the se inmates are not police officers. An ongoing review of County building security has determined that i t is in the best interest to require the supervision to be carried out by Corrections Deputies. The Human Resources Departmen t looked into the option of creating positions to perform the labor provided by the inmates and estimated the cost to be around $500,000 per year. Middleton moved to report to recommend approval of the attached suggested Resolution . Supported by Hoffman. Motion carried unanimously on a roll call vote. 2. MR #15293 – SHERIFF’S OFFICE – STANDARD LAW ENFORCEMENT SERVICES AGREEMENT WITH THE CHARTER TOWNSHIP OF HIGHLAND, JANUARY 1, 2016 – DECEMBER 1, 2016 The Sheriff’s Office is requesting approval of th e Law Enforcement Services Agreement with the Charter Township of Highland for calendar year 2016, upgrading 1 FTE , GF/GP Deputy II position to Lieutenant and continuing 16 GF/GP positions in the Contracted Patrol Unit/Patrol Services Division. The Lieute nant and Sergeant will work a split schedule in order to ensure supervision on all shifts. The Lieutenant position was eliminated during the economic downturn and the Township Board agreed that it was in the best interest for it to be restored . HUMAN RESOURCES COMMITTEE Page 3 December 2, 2015 HUMAN RESOURCES COMMITTEE Page 4 December 2, 2015 Hoffman moved to report to recommend approval of the attached suggested Resolution. Supported by Bowman. Motion carried unanimously on a roll call vote. 3. MR #15294 – SHERIFF’S OFFICE – STANDARD LAW ENFORCEMENT SERVICES AGREEMENT WITH THE CHARTER TOWNSHIP OF INDEPENDENCE, JANUARY 1, 2016 – DECEMBER 1, 2016 The Sheriff’s Office is requesting approval of the Law Enforcement Services Agreement with the Charter Township of Independence for calendar year 2016, creating 1 FTE , GF/GP Sergeant position and continuing 30 GF/GP positions in the Contracted Patrol Unit/Patrol Services Division. The addition of the Sergeant’s position will allow for proper supervision on the midnight shift. Middleton moved to report to recommend approval of the attached suggested Resolut ion. Supported by Weipert. Motion carried unanimously on a roll call vote. 4. MR #15295 – SHERIFF’S OFFICE – STANDARD LAW ENFORCEMENT SERVICES AGREEMENT WITH THE CHARTER TOWNSHIP OF LYON, JANUARY 1, 2016 – DECEMBER 1, 2016 The Sheriff’s Office is requesting approval of the Law Enforcement Services Agreement with the Charter Township of Lyon for calendar year 2016, creating 1 FTE , GF/GP Lieutenant position, 1 FTE , GF/GP Deputy II position, and continuing 17 GF/GP positions in the Contracted Patrol Unit/Patrol Services Division. Lyon Township is one of the fastest growing communities in the state. The Lieutenant and Sergeant will work a s chedule shift in order to ensure supervision of all shifts. Weipert moved to report to recommend approval of the attached suggested Resolution. Supported by Middleton. Motion carried unanimously on a roll call vote. 5. MR #15296 – SHERIFF’S OFFICE – STANDARD LAW ENFORCEMENT SERVICES AGREEMENT WITH THE CHARTER TOWNSHIP OF OAKLAND, JANUARY 1, 2016 – DECEMBER 1, 2016 The Sheriff’s Office is requesting approval of the Law Enforcement Services Agreement with the Charter Township of Oakland for calendar year 2016, creating 2 FTE , GF/GP Deputy II positions, and continuing 15 GF/GP positions in the Contracted Patrol Unit/Pa trol Services Division. T his will bring the service levels closer to where they were prior to the cutbacks resulting from the economic downturn. Hoffman moved to report to recommend approval of the attached suggested Resolution. Supported by Middleton. Motion carried unanimously on a roll call vote. HUMAN RESOURCES COMMITTEE Page 5 December 2, 2015 6. MR #15297 – SHERIFF’S OFFICE – STANDARD LAW ENFORCEMENT SERVICES AGREEMENT WITH THE CHARTER TOWNSHIP OF ORION, JANUARY 1, 2016 – DECEMBER 1, 2016 The Sheriff’s Office is requesting approval of the Law Enforcement Services Agreement with the Charter Township of Orion for calendar year 2016, creating 1 FTE , GF/GP Deputy II position, and continuing 28 GF/GP positions in the Contracted Patrol Unit/Patrol Services Division. This will bring the service leve ls closer to where they were prior to the cutbacks resulting from the economic downturn. Weipert moved to report to recommend approval of the attached suggested Resolution. Supported by Fleming. Motion carried unanimously on a roll call vote. 7. MR #15299 – SHERIFF’S OFFICE – LAW ENFORCEMENT SERVICES AGREEMENT WITH THE CITY OF PONTIAC, JANUARY 1, 2016 – DECEMBER 1, 2016 The Sheriff’s Office is requesting approval of the Law Enforcement Services Agreement with the City of Pontiac for calendar year 2016, creating 1 FTE, GF/GP Sergeant position, 1 FTE, GF/GP Deputy II position, converting 4 Deputy II positions to Patrol Investigator positions, and continuing 91 GF/GP positions in the Contracted Patrol Unit/Patrol Services Division. The Sergeant will supervise a patrol unit comprised of problem solving deputies that take care of a multitude of issues such as traffic, blight, and quality of life. The City employed 185 police officers 10 years ago , and the added deputies will bring the current total up to 93. Just a few years ago, Pontiac was listed as one of the top 10 most violent cities in America, now being rated outside of the top 100. Bowman moved to report to recommend approval of the attached suggested Resolution. Supported by Zack. Motion carried unanimously on a roll call vote. 8. SHERIFF’S OFFICE – 2015 PAUL COVERDELL FORENSIC SCIENCE IMPROVEMENT GRANT PROGRAM – ACCEPTANCE The Sheriff’s Office is seeking acceptance of a grant in the amount of $52,712 from the Michigan State Police, and the creation of 1 FTE, Special Revenue (SR) Forensic Lab Specialist II position . The amount is based on the number of forensic exams performed. A portion of the funds will be used to fund the new position, which is being created to help reduce the backlog of firearms examinations to about 30 days, rather than 6 months, currently. Continuation of this position is contingent on future grant funding. Weipert moved to report to recommend approval of the attached suggested Resolution. Supported by Zack. Motion carried unanimously on a roll call vote. 9. COUNTY CLERK/REGISTER OF DEEDS – DELETE AND CREATE POSITIONS The Clerk/Register of Deeds is requesting approval to create 1 FTE, GF/GP Office Supervisor II position and 1 PTNE, GF/GP Student position with 1,250 hours per year in the County Clerk/Legal Records Unit , as well as to delete 1 FTE, GF/GP, Office Assistant II position, 1 FTNE, GF/GP, 2,000 hours per year Clerk position, and 1 PTNE, GF/GP, 520 hours per year Summer Clerical position in the County Cle rk HUMAN RESOURCES COMMITTEE Page 6 December 2, 2015 Division. This purpose of this reorganization is to add efficiency to the department. Bowman moved to report to recommend approval of the attached suggested Resolution. Supported by Weipert. Motion carried unanimously on a roll call vote. 10. WATER RESOURCES COMMISSIONER – CREATION OF TWO (2) CONSTRUCTION INSPECTOR III POSITIONS The Water Resources Commissioner (WRC) is seeking approval to create 2 FTE, Proprietary Revenue (PR) funded Construction Inspector III positions. These positions can be utilized throughout the County, but will be primarily utilized for the Pontiac Sewage Disposal System . Operations and maintenance were taken over by the WRC in August of 2014. A comprehensive televising system has been used to assess the condition of the sewer lines and significant issues requiring repair and rehabilitation have been found. So far, about 6% of the system has been televised, resulting in about 40% of that being rated at a 4 or 5, showing need of repair within the next 5 years or so. While funds are available in the Major Maintenance Reserves Program to offset these positions, ongoing funding will be factored into the system users’ rates. Based on the age of the system, the work is expected to continue over the course of the next 20 years for systematic replacement and rehab on a certain percentage s of the system on an annual basis . Fleming moved to report to recommend approval of the attached suggested Resolution. Supported by Bowman. Motion carried unanimously on a roll call vote. 11. MR #15282 – INFORMATION TECHNOLOGY POSITION RECLASSIFICATION, RETITLE, TRANSFER & CREATION The Information Technology (IT) Department is requesting approval to create a new classification of Chief – Application Services, exempt from overtime ; retitle the classifications of Chief – eGovernment and Chief – Land Management to the newly -created classification of Chief – Application Services; create a new classification of IT Trainee, non -exempt from overtime; retitle the classification of Application Analyst Programmer Trainee to the newly-created classification of IT Trainee ; delete the Chief – eGovernment, Chief – Land Management, and Application Analyst Programmer Trainee positions; downwardly reclassify 1 FTE, PR funded, Production Control Analyst at salary g rade 7 to Materials Management Clerk at salary grade 5; transfer 1 FTE, PR funded Production Control Analyst to the IT Administration Unit ; create 1 PTNE, PR funded, 630 hours per year IT Business Analyst position within the IT Administration Unit for FY2016; and to increase the newly created IT Business Analyst position to 713 hours per year for FY2017. Mr. Bertolini explained that the changes are clean -up work of classifications in the IT Department. Zack moved to report to recommend approval of the attached suggested Resolution. Supported by Hoffman. Motion carried unanimously on a roll call vote. 12. HUMAN RESOURCES DEPARTMENT – DEFINED CONTRIBUTION PLAN AMENDMENT The Human Resources Department is seeking approval of the amended Defined Contribu tion Plan. Periodically, the plan must be updated to comply with state and federal regulations. The changes are HUMAN RESOURCES COMMITTEE Page 7 December 2, 2015 mostly housekeeping to reflect certain changes that have occurred. The retirement incentive program in 2008 was changed, notation of the switch from the defined benefit plan to the defined contribution plan, additional history regarding the retirement incentive program, as well as reflecting the allow ance to change an after-tax contribution at any time, rather than being limited to four times per year. Weipert moved to recommend approval of the attached suggested Resolution. Supported by Middleton. Motion carried unanimously on a roll call vote. 13. HUMAN RESOURCES DEPARTMENT FISCAL YEAR 2016 COLLECTIVE BARGAINING AGREEMENT FOR EMPLOYEES REPRESENTED BY THE OAKLAND COUNTY DEPUTY SHERIFF’S ASSOCIATION (O.C.D.S.A.) – CORRECTIONS AND COURT SERVICES The Human Resources Department is seeking approval of the Collective Bargaining Agreement between Oakland County and the OCDSA for the Corrections a nd Court Services Unit. There are approximately 332 employees in this unit. The Agreement will allow for a 3% increase in wages, restoration of the $300 deferred compensation match, call-out pay received if cancelled within 60 minutes of start time, cour t appearance pay for an off-duty employee, the increased County contribution on the retiree health savings account from $50 to $75, the cell extraction team to receive a pair of boots, a physical fitness incentive, and a damaged glasses provision . A random drug test policy was also included, as well as changes in the non-economic section of the contract. The Agreement is for FY2016, October 1, 2015 – September 30, 2016. Weipert moved to recommend approval of the attached suggested Resolution. Supported by Zack. Motion carried unanimously on a roll call vote. Weipert moved for a direct referral to the Financ e Committee. Supported by Hoffman . Motion carried on a voice vote. 14. HUMAN RESOURCES DEPARTMENT FISCAL YEAR 2016 COLLECTIVE BARGAINING AGREEMENT FOR EMPLOYEES REPRESENTED BY THE OAKLAND COUNTY DEPUTY SHERIFF’S ASSOCIATION (O.C.D.S.A.) – LAW ENFORCEMENT The Human Resources Department is seeking approval of the Collective Bargaining Agreement between Oakland County and the OCDSA for the Law Enforc ement Unit. There are approximately 389 employees in this unit. The Agreement will allow for a 3% increase in wages , with exception o f the Dispatch Specialist and Dispatch Specialist Leader who will receive a 5% increase ; restoration of the $300 deferred compensation match; call-out pay received if cancelled within 60 minutes of start time ; court appearance pay for an off-duty employee; a physical fitness incentive; a damaged glasses provision; and rolling the $1,000 MCOLES bonus into the base rate . A random drug test policy was also included, as well as changes in the non-economic section of the contract. The Agreement is for FY2016, October 1, 2015 – September 30, 2016. Zack moved to recommend approval of the attached suggested Resolution. Supported by Hoffman. Motion carried unanimously on a roll call vote. HUMAN RESOURCES COMMITTEE Page 8 December 2, 2015 Fleming moved for a direct referral to the Financ e Committee. Supported by Weipert . Motion carried on a voice vote. 15. HUMAN RESOURCES DEPARTMENT – EXTENSION OF MERIT SYSTEM ELIGIBILITY LISTS The Human Resources Department is seeking approval for an extension of the Merit System Eligibility Lists. Certified eligible lists are in effect for 6 months. This request is to extend eligibility of 22 classifications for an additional 6 months. Zack moved approval of the attached Extension of Merit System Eligibility Lists. Supported by Hoffman. Motion carried on a voice vote. 16. HUMAN RESOURCES DEPARTMENT – SALARY ADMINISTRATION PLAN 1ST QUARTERLY REPORT FOR FY2016 The Human Resources Depart ment is seeking approval of the Salary Administration Plan 1st Quarterly Report for Fiscal Year 2016. The changes included 6 classifications that have received changes in points significant enough to increase their salary grade, affecting a total of 55 positions; 1 classification being increased in points , but not enough to change the salary grade ; 6 new classifications being created as a result of studies in departments; 2 classifications that are being retitled with no change in grade, affecting 7 positions total; 4 positions being increased as a result of the new classifications ; and the deletion of 2 classifications. Zack moved to recommend approval of the attached suggested Resolution. Supported by Middleton. Motion carried unanimously on a roll call vote. CONSENT AGENDA/COMMUNICATIONS A. Position Change Summary – Final FY2015 B. Position Change Summary – FY2016 C. Personnel Appeal Board Update D. E. Diversity Training Update Employee Complaint Policy Hoffman moved to receive and file items A - E. Supported by Zack. Motion carried on a voice vote. OTHER BUSINESS/ADJOURNMENT Ms. Kramer gave a brief overview of the Employee Complaint Policy. She explained complaints would be received through the Labor Relations Unit of the Human Resources D epartment. All complaints received, whether from an employee or a department, are investigated. The investigation can lead to discipline or just discussion to resolve a matter. Submission of complaints can be received in person, by phone, or in HUMAN RESOURCES COMMITTEE Page 9 December 2, 2015 writing to: laborrelations@oakgov.com . Anonymous complaints can also be received, but are difficult to investigate. When more information is received, the process of reviewing the complaint is better fulfilled. When issues are sensed within a department, it is addressed by either providing training to supervisors or awareness to employees. The policy will be sent to employees in January, with a signature requirement to verify receipt, will be available for access on the County intranet , as well as being included in the new employee packet. There is a supervisory class that speaks about discipline that this will be incorporated into for training purposes. There being no other business to come before the Committee , the meeting was adjourned at 2:15 p.m. __________________________________ __________________________________ Jami Monte, Committee Coordinator Jim VerPloeg, Administrative Director NOTE: The foregoing minutes are subject t o Committee approval.