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HomeMy WebLinkAboutMinutes - 2017.11.29 - 37120 November 29, 2017 Chairperson Hoffman called the meeting of the Human Resources Committee to order at 1:33 p.m. in Committee Room A of the Commissioners’ Auditorium Wing, County Service Center in Pontiac, Michigan. COMMITTEE MEMBERS PRESENT : Bob Hoffman, Adam Kochenderfer, Thomas Middleton, Philip Weipert, Michael Spisz, Helaine Zack COMMITTEE MEMBERS ABSENT: David Bowman OTHERS PRESENT ANIMAL CONTROL Bob Gatt, Manager Joanie Toole, Chief CORPORATION COUNSEL Keith Lerminiaux, Corporation Counsel COUNTY EXECUTIVE Malcolm Brown, Deputy County Executive FISCAL SERVICES LaQuita Lowery, Financial Analyst HEALTH DIVISION Leigh-Anne Stafford, Health Officer HUMAN RESOURCES Jordie Kramer, Director Lori Taylor, Deputy Director Silvia Frank, Retirement Administrator Jennifer Hain, Manager Kristy Slosson, Manager Heather Mason, Comp. & Class Supervisor Frank Russell, Analyst III Sara Kohn, Analyst II PARKS AND RECREATION COMMISSION Dan Stencil, Executive Officer SHERIFF’S OFFICE Michael McCabe, Undersheriff Dale Cunningham, Fiscal Officer Pamela Newsom, Supervisor BOARD OF COMMISSIONERS Chris Ward, Administrative Director Connie Srogi, Analyst Pamela Worthington, Committee Coordinator APPROVAL OF THE PREVIOUS MINUTES Spisz moved approval of the previous minutes of November 1 , 2017, as printed. Supported by Weipert. Motion carried on a voice vote. 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 Michael Spisz Helaine Zack BOB HOFFMAN Chairperson ADAM KOCHENDERFER Vice Chairperson DAVID BOWMAN Minority Vice Chairperson HUMAN RESOURCES COMMITTEE Page 2 November 29, 2017 APPROVAL OF THE AGENDA Spisz moved approval of the Agenda, as presented. Supported by Middleton. Motion carried on a voice vote. PUBLIC COMMENT None. AGENDA ITEMS 1. PARKS AND RECREAT ION – CREATION OF SPRINGFIELD OAKS GRILL ROOM POSITIONS In August of 2017, Parks and Recreation staff was informed that the existing con tractor at Springfield Oaks was no longer interested in providing food and beverage services at that site. The Parks a nd Recreation Commission submitted Requests for Proposals (RFPs) for new vendor s to take over the food and beverage operations at the Springfield Oaks golf course. The current vendor’s contract will end this year. The RFP did not return any successful ve ndors; therefore, the Parks and Recreation Commission has worked with the Human Resources Department to develop a staffing plan with County personnel. The resolution approves the creation of 12 part -time positions. It is anticipated that revenue generate d from the grill room operations will cover the cost of the new positions. Kochenderfer moved to report to the full Board with the recommendation that the resolution be adopted. Supported by Zack. Motion carried unanimously on a roll call vote with Bo wman absent. 2. PUBLIC SERVICES/ANIMAL CONTROL – MODIFICATION OF RATES AND POSITIONS The Animal Control Division is requesting approval of new license fees effective January 1, 2018. The license fees have not been revis ed since 1993. Public Act 339 of 1919 (Dog Law of 1919) states that all dogs four (4) months or older must be licensed. The Act allows the Board of Commissioners in a county to set the amount of the dog license fee at a sufficient level to cover county expenditures. Mr. Gatt indicated that these license fee rates will be more in line with what is being charged in other counties in the State of Michigan. The Animal Control Division reviewed operations of veterinary care staff and has determined a need for a full-time Veterinarian to care for the animals five days a week, during shelter hours. There are currently two full-time Veterinarian Technicians who handle intake, examination, surgical assistance and overall care for the animals. A full-time Veterinarian and a full-time Veterinarian Technician position are being requested. With the addition of a full-time Veterinarian, less hours would be required of the part -time Veterinarians. Therefore, the Animal Control Division is requesting approval to delete the 1,500 -hour part-time Veterinarian and create a 1,000 -hour part-time Veterinarian position. In addition, they are requesting to delete the 8 85-hour per year College Intern, a 445-hour, part-time Animal Shelter Attendant, one part-time 1,000-hour Veterinarian that was designated to be funded by the Animal Control Lega cy Fund and one part-time, 900-hour per year Animal Control Officer. Zack moved to report to the full Board with the recommendation that the resolution be adopted. Supported by Weipert. Motion carried unanimously on a roll call vote with Bowman absent. HUMAN RESOURCES COMMITTEE Page 3 November 29, 2017 AGENDA Commissioner Hoffman indicated that Item 3 would be taken up later in the agenda to allow the presenter more time to arrive. There were no objections. 4. DEPARTMENT OF PUBLIC SERVICES/COMMUNITY CORRECTIONS DIVISION – MICHIGAN DEPARTMENT OF CORRECTIONS/OFFICE OF COMMUNITY CORRECTIONS, COMMUNITY CORRECTIONS COMPREHENSIVE PLAN GRANT ACCEPTANCE FOR FY 2018 The Michigan Department of Corrections (MDOC) has awarded Oakland County $1,679,257 in grant funding for the period of October 1, 2017, through September 30, 2018. The amount of this grant award is $63,766 less than the amount that was requested in the application. The grant continues to fund 16 positions in Community Corrections and 3 posit ions in the Sheriff’s Office; however, o ne position will be deleted in the Sheriff’s Office due to decreased funding in the jail correctional area. Mr. Cunningham indicated that they will try to cover the deletion of the position with part -time staff for now, but the Sheriff’s Office will be re-evaluating the Jail Correction al program to determine its viability for the future. Weipert moved to report to the full Board with the recommendation that the resolution be adopted. Supported by Middleton. Motion carried unanimously on a roll call vote with Bowman absent. 5. SHERIFF’S OFFICE – CONTRACT AMENDMENT #1 FOR LAW ENFORCEMENT SERVICES IN THE CHARTER TOWNSHIP OF COMMERCE 2017/2018 Undersheriff McCabe indicated that the Commerce Township Board recently approved to increase the number of deputies in Commerce Township. The Sheriff’s Office is seeking approval of an A mendment #1 to the Law Enforcement Services contract with the Charter Township o f Commerce to add three Deputies effective on January 1, 2018, through the expira tion or termination of the contract. Zack moved to report to the full Board with the recommendation that the resolution be adopted. Supported by Spisz. Motion carried unanimously on a roll call vote with Bowman absent. 6. SHERIFF’S OFFICE – CONTRACT AMENDMENT #1 FOR LAW ENFORCEMENT SERVICES IN THE CHARTER TOWNSHIP OF HIGHLAND 2017/2018 The Sheriff’s Office is seeking approval of an Amendment #1 to the Law Enforcement Services contract with the Charter Township of Highlan d to add one Deputy II position effective January 1, 2018, through the expiration or termination of the contract. Undersheriff McCabe explained that this will take them back up to 18 Deputies in Highland Township, including a weighmaster traffic deputy that was previously eliminated. Spisz moved to report to the full Board with the recommendation that the resolution be adopted. Supported by Weipert. Motion carried unanimously on a roll call vote with Bowman absent. 7. SHERIFFS OFFICE – CONTRACT AMENDMENT #2 FOR LAW ENFORCEMENT SERVIC ES IN THE CHARTER TOWNSHIP OF ORION 2017/2018 The Sheriff’s Office is seeking approval of an Amendment #2 to the Law Enforcement Services contract HUMAN RESOURCES COMMITTEE Page 4 November 29, 2017 with the Charter Township of Orion to create one full -time Technical Assistant position and one full -time Deputy II position effective January 1, 2018, through the expiration or termination of the contract. This will bring the Orion Township contract back up to the number of Deputies they had before the market crash in 2008. Middleton moved to report to the full Board with the recommendation that the resolution be adopted. Supported by Spisz. Motion carried unanimously on a roll call vote with Bowman absent. 8. SHERIFF’S OFFICE – CONTRACT AMENDMENT #1 FOR LAW ENFORCEMENT SERVICES IN THE CHARTER TOWNSHIP OF OXFORD 2017/2018 The Sheriff’s Office is seeking approval of an Amendment #1 to the Law Enforcement Services contract with the Charter Township of Oxford to create one full -time Deputy II position effective January 1, 2018, through the expiration or termination of the contract. Spisz moved to report to the full Board with the recommendation that the resolution be adopted. Supported by Middleton. Motion carried unanimously on a roll call vote with Bowman absent. 9. SHERIFF’S OFFICE – CONTRACT AMENDMENT #1 FOR LAW ENFORCEMENT SERVICES IN THE CITY OF ROCHESTER HILLS 2017/2018 The Sheriff’s Office is seeking approval of an Amendment #1 to the Law Enforcement Services contract with the City of Rochester Hills to create two full -time Deputy II positions effe ctive January 1, 2018, through the expiration or termination of the contract. Undersheriff McCabe explained that this will bring the Rochester Hills contract back to 60 Deputies, which is how many the y had before the market crash in 2008. Kochenderfer mo ved to report to the full Board with the recommendation that the resolution be adopted. Supported by Weipert. Motion carried unanimously on a roll call vote with Bowman absent. 3. DEPARTMENT OF HEALTH AND HUMAN SERVICES/HEALTH DIVISION – MICHIGAN FITNESS FOUNDATION SNAP -ED GRANT ACCEPTANCE The Michigan Fitness Foundation (MFF) has awarded the Oakland County Health Division a $50,000 Supplemental Nutrition Assistance Program Education (SNAP -ED) grant effective with the execution of the contract through September 30, 2018. The amount of the grant award is $7,400 more than FY 2017 award. The funds are to be used to provide nutrition education and food demonstrations to food stamp recipients in Pontiac and Waterford to assist them in making health y food choices on a limited budget. The grant will continue to fund one Special Revenue (SR) part-time, non-eligible Public Health Educator II position. Ms. Stafford indicated that the additional grant funds received this year will allow the Health Division to hire a second part-time Health Educator to expand their reach for health y eating and cooking for kids in Waterford and Pontiac. Commissioner Zack asked if there are similar programs in the south end of the County. Ms. Stafford stated that at this time there are no programs in the south end of the County; however, the Health Division is seeking additional grants they can use in other Oakland County communities. HUMAN RESOURCES COMMITTEE Page 5 November 29, 2017 Zack moved to report to the full Board with the recommendation that the resolution be adopted. Supported by Weipert. Motion carried unanimously on a roll call vote with Bowman absent. 10. HUMAN RESOURCES DEPARTMENT – DEFINED BENEFIT (DB) RETIREMENT PLAN AMENDMENT AND RESTATEMENT The Retirement Board recently approved changes to the Defined Benef it (DB) Retirement Plan . The proposed changes are in Sections 41(g) and 48. In Section 41(g) the proposed change is to strike th e requirement that the retiree board member reside in Oakland County. In Section 48 the proposed change is to align the Retirement Board per diem with th ose established by the Board of Commissioners, removing mileage reimbursement for the retiree and citizen members and enacting a per diem for the retiree representative on the board. Ms. Hain indicated that one of the reasons for the restatements is that the recordkeeping services for the DC and the 457b Retirement Plans have been bid out, and there will be a new vendor for recordkeeping services. The Human Resources Department will need to prov ide the new vendor updated plan documents. Human Resources will have a thorough legal review of all the plan documents, and if there are further updates, Human Resources will bring them to the Human Resources Committee for approval. Middleton moved approval of the attached suggested Resolution. Supported by Weipert. Motion carried unanimously on a roll call vote with Bowman absent. 11. HUMAN RESOURCES DEPARTMENT – DEFINED CONTRIBUTION (DC) PLAN AMENDMENT AND RESTATEMENT The Retirement Board recently approved changes to the Defined Contribution (DC) Plan. The proposed changes are, as follows: 1. In Section 1.20, the resolution approves the following changes: Section 1.20. Employee shall means an individual a natural person characterized by the Plan Administrator, in its sole and absolute discretion, as a “full -time eligible employee” or “part-time eligible employee,” as such is defined in the County’s Retirement System Merit System Rules. Employee shall include natural persons who are covered by a collective bargaining agr eement. Employee shall not include part-time non -eligible or leased Employees (as defined by IRC Section 414(n)), individuals whose employment is governed by the terms of a collective bargaining agreement between the Employee’s representatives and the County under which such benefits were the subject of good-faith bargaining, non- resident aliens with no United States source income, and , or individuals classified by the County as independent contractors (as evidenced by the County’s failure to withhold taxes County considering Internal Revenue Service and Department of Labor guidelines for defining independent contractors, and as may be amended and/or modified from such individuals’ compensation time to time) even if such individuals are subsequently deemed t o be the County’s common law employees. 2. Under the definition of Disability, the resolution approves the amendment of Section 5.4, as follows: Section 5.4. Death Defined Contribution Disability Retirement HUMAN RESOURCES COMMITTEE Page 6 November 29, 2017 If a Member becomes disabled while employed, the Member can apply for a Non-Duty Defined Contribution or Duty Defined Contribution Disability Retirement based on satisfaction of all of the criteria below: a. Application for any (Duty or Non-Duty Defined Contribution) Disability Retirement must be made with the Retirement Unit while the Member is still employed by the County (prior to separation from employment), and b. Member must have a minimum of 10 years Credited Service for Non -Duty Defined Contribution Disability. A Duty Defined Contribution Disability R etirement is not subject to the 10 years Credited Service requirement. Credited Service as of the date a Duty Disability Retirement is granted shall include years and months, if any, between the effective date of the Duty Disability Retirement and the date the Member would attain age 60, and c. Approval of the Application for (Duty or Non-Duty) Disability Retirement by the Oakland County Retirement and Deferred Compensation Board. A Member is eligible for a Non-Duty Defined Contribution Disability Retirement if Member is mentally or physically totally incapacitated for continued employment by the County and the injury or condition is likely to be permanent. The County Retirement Board may accept the certification of any duly licensed medical practitioner acceptable to County Retirement Board or the County Retirement Board will require the applicant to submit to an examination by a physician or physicians selected by the County Retirement Board. A Member is eligible for a Duty Defined Contribution Disability Retirement if Member is mentally or physically totally incapacitated for continued employment by the County and the injury or condition was sustained while performing duties required by the Member’s County job. The County Retirement Board may accept the certification of any duly licensed medical practitioner acceptable to County Retirement Board or the County Retirement Board will require the applicant to submit to an examination by a physician or physicians selected by the County Retirement Board. A Member shall be 100% vested if approved for Duty or Non-Duty Disability. Appeal Process If the Member does not concur in the opinion of the physician appointed by the Retirement Board, a physician will be co-selected by both the Member’s physician and the physician appointed by the Retirement Board, and the selected physician’s opinion of the Member’s eligibility for either a Non - Duty or Duty Defined Contributions Disability Retirement will prevail. Re-evaluation process At least once each calendar year during the first 5 calendar years following a Member’s approval of Defined Contribution Disability Retirement and at least once in every 3 calendar year period thereafter, the Retirement Board shall require the Member to undergo a medical or other re-evaluation until the Member reaches Normal Retirement Age. If the Member refuses to submit to re -evaluation or is no longer mentally or physically totally incapacitated for employment by the County, the Retirement Board may revoke a Member’s Non-Duty or Duty Disability Retirement status. 3. In Section 14.9, the resolution approves the following changes: HUMAN RESOURCES COMMITTEE Page 7 November 29, 2017 Section 14.9. Retirement Board’s Compensation The Board Members Commissioners, except for the Employee Member Commissioners elected by the Members of the Retirement System, Board Members and the retired Member Board Member, shall be eligible to be paid a per diem for attending meetings of the Commission. The per diem shall be the same per diem established by the Board of County Commissioners for service on various boards and commissions. All Board Members Commissioners shall may be reimbursed for the actual and necessary expenses they incur in performing their duties as Board Members Commissioners, except that the citizen Commissioner and retired Commissioner shall not be paid mileage for their attendance at published meetings. The Human Resources Department reviewed the survivor benefits for retiree medical Middleton moved approval of the attached suggested Resolution. Supported by Spisz. Middleton moved to amend Section 5.6 Death Benefit: Amount of Benefit to Beneficiary of the Defined Contribution Retirement Plan document by adding the following paragraph : Any surviving spouse or dependents who were eligible to receive health care benefits prior to the employees’ death shall have the option to receive future health benefits as eligible under the retirement healthcare eligibility schedule, as if the employee retired the day prior to death. Duty related deaths for this purpose will receive credited years of service through age 60. Dependents may remain on retiree coverage through the same age as active employee dependents. Motion to amend carried unanimously on a roll call vote with Bowman absent. Main motion, as amended, carried unanimously on a roll call vote wit h Bowman absent. 12. HUMAN RESOURCES DEPARTMENT – DEFERRED COMPENSATION 457b PLAN AMENDMENT AND RESTATEMENT The Retirement Board recently approved changes to the Defined Benefit (DB) Retirement Plan. The changes are in Sections 2.16 and 4.4 to include the C ounty match benefit that was enacted through Miscellaneous Resolution #15236. Ms. Hain explained that the IRS conducted an audit of the County 457b Plan, and made some recommendations pertaining to Section 2.17. The Resolution approves the following changes to Section 2.17: 2.17 Normal Retirement Age shall mean the any age as the Participant declares his/her Normal Retirement age in writing with the Retirement Unit; is required to attain (based upon the Participant’s classification in the County’s Retirement System) in order to earn the right to retire and receive from the County’s Retirement System immediate retirement benefits without actuarial or a similar reduction because of retirement before some later specified age. however, the Participant must at least reach age 55 with 25 years of service or age 60 with 8 years of service. Some represented Employees’ bargaining agreements may include a different definition of Normal Retirement Age. Under no circumstances shall a Participant’s Normal Retirement Age under this 457(b) Plan be later than the age of 70 ½, and/or as modified by IRS regulations. Participants may only make one election to declare their Normal Retirement Age with the Retirement Unit. Middleton moved approval of the attached suggested Resolution. Supported by Weipert. Motion carried unanimously on a roll call vote with Bowman absent. 13. HUMAN RESOURCES DEPARTMENT – EXTENSION OF MERIT SYSTEM CERTIFIED HUMAN RESOURCES COMMITTEE Page 8 November 29, 2017 ELIGIBILITY LISTS Under the provisions of Section Vl-H-1 of Merit System Resolution #08119, the Human Resources Department is requesting the extension of 17 Eligibility Lists for an additional six (6) months . Weipert moved approval of the extension of the requested Eligibility Lists . Supported by Spisz. Motion carried unanimously on a roll call vote with Bowman absent. 14. HUMAN RESOURCES DEPARTMENT – OPTIONAL SUPPLEMENTARY INCENTIVE REPORT The Human Resources Department provided the annual report regarding the Optional Supplementary Incentive, per the requirements of MR #17273. Fo r the calendar year of 2017, only one incentive was approved and utilized, and it was for the Medical Examiner’s Office Position #11825, Deputy Forensic Pathologist in the amount of $5,000. Weipert moved to receive and file the 2017 Optional Supplementary Incentive Report. Supported by Zack. Motion carried on a voice vote. COMMUNICATIONS A. Retirement Board Minutes – September 2017 B. MR #17318 – Risk Management and Information Technology – Policy for the Health Insurance Portability and Accountability Act of 1996 (HIPAA) as Amended by the Hitech Act of the American Recovery and Reinvestment Act of 2009 and HIPAA Compliance Project C. Multi-Department: Circuit Court, Sheriff’s Office, 52 nd District Courts, Prosecutor’s Office and Community Corrections – Compliance Plan for Indigent Defense Standards 1-4 Grant Application D. Human Resources – Memo RE: Salary Administration Plan Quarterly Reports Spisz moved to receive and file the Communications. Supported by Kochenderfer. Motion carried on a voice vote. OTHER BUSINESS/ADJOURNMENT There being no other business to come before the Committee, the meeting was adjourned at 2:08 p.m. _______________________________________ __________________________________ Pamela L. Worthington, Committee Coordinator Chris Ward , Administrative Director NOTE: The foregoing minutes are subject t o Committee approval.