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Meeting Minutes

LEGISLATIVE AND HUMAN RESOURCES COMMITTEE MINUTES

Tuesday, December 12, 2000 - 8:30 a.m.

Kent County Administration Building - Room 310

MEMBERS PRESENT: Chair Jerry Kooiman; Commissioners Jim Talen, Jack Horton, Herschell Turner and Ken Kuipers

MEMBERS ABSENT: Commissioners Marvin Hiddema, Rick Smoke, Bev Rekeny, and Tom Postmus (excused)

ALSO PRESENT: County Administrator Daryl Delabbio; Executive Assistant to the Board Jim Day; Assistant County Administrator Al Vanderberg; Human Community Service Coordinator Mary Swanson; Human Resources Director Frank Klus; Benefits and Compensation Manager Marilyn Beemer; Director of Housing and Community Development Ron Stonehouse; Circuit Court Administrator Kim Foster; Court Services Manager George Doyle; Public Health Director Dr. Doug Mack; Varnum Riddering Attorney Tim Tornga and Sr. Administrative Specialist Pam Van Keuren

NEWS MEDIA: Kyla King, Grand Rapids Press

Chair Kooiman called the meeting to order at 9:10 a.m. (Late start due to weather conditions).

  1. APPROVAL OF THE MINUTES

    Mr. Kuipers moved to approve the November 28, 2000, minutes as written.

    Supported by Mr. Horton.

    Motion carried.

  2. PUBLIC COMMENT

    None.

  3. BOARD OF COMMISSIONERS - 2001 APPOINTMENTS TO VARIOUS BOARDS, COMMISSIONS, AND COMMITTEES

    Mr. Delabbio stated approval is requested to recommend to the Board of Commissioners various citizen and Commissioner appointments to boards, commissions, and committees for 2001. This request is proposed to go to the Board on January 2, 2001. A summary of the request follows:

    • The Board of Commissioners, on an annual basis, appoints citizens and Commissioners to boards, commissions, and committees in accordance with applicable statutes or its Standing Rules. Nominees to fill vacancies are highlighted on the listing on file in the Board of Commissioner's Office.

    • The Board of Commissioners' Appointments Interview Subcommittee reviewed all resumes and conducted interviews of applicants for various vacancies in October and November. Subcommittee members were Chair Heacock, Vice-Chair Morren (Subcommittee Chair), Commissioners Buege, Horton, Kuhn, Mast, Smoke, Talen, and Turner.

    No funding is required.

    Mr. Kuipers moved to recommend to the Board of Commissioners various citizen and Commissioner appointments to boards, commissions, and committees for 2001.

    Supported by Mr. Horton.

    Mr. Day explained the Fire Commission and Public Works Board each have one Road Commissioner member that will serve on each of these boards. The name of the member(s) who will serve should be known before the Board approves the appointments on January 2.

    Mr. Kuipers asked if the state appointment for the Family Independence Board has been determined.

    Mr. Day replied he has not received official word of the appointment from the State. Ms. Joan Krause, whose term has expired, applied for re-appointment.

    Mr. Talen stated he is very appreciative of the progress the Board has made with the appointment process and how it has become a more open process. He is concerned that the appointment recommendations are not the official recommendations made by the subcommittee and feels that the subcommittee should review and formerly recommend the final list of recommendations before it comes to the Legislative Committee. The subcommittee should be looking at the make-up of each board and committee that represent the County.

    Mr. Turner agreed and stated the subcommittee that is appointed to interview citizens for the various boards and committees needs to reach out to the community and inform the citizens of Kent County about the appointments and the process.

    Mr. Talen added that it would be in the best interest of all members of the Board to be notified when the Republican caucus meets regarding these appointments.

    Mr. Kuipers noticed an article written in the Grand Rapids Press that focused on the appointments to the Aeronautics Board and stated a broader media focus should be on the entire appointment process and the numerous other boards and committees that provide a service to the County.

    Motion carried.

  4. CIRCUIT COURT - ORGANIZATION CHANGES

    Mr. Delabbio stated approval is requested to recommend to the Board of Commissioners to create the classification of Case Management Manager (MPP Grade 24) and convert one Case Management Supervisor position (MPP Grade 21) to Case Management Manager to better meet the current needs of the Circuit Court. This request is proposed to go to the Board on December 14, 2000. A summary of the request follows:

    • The reorganization of the Court required to fully implement the mandated merger of the former Circuit and Family Courts and the physical consolidation of the current Trial and Family Divisions of the 17th Circuit Court in the new Kent County Courthouse is a continuing process.

    • Both divisions of the Court currently schedule and track the progress of cases.

    • In order to eliminate duplication of case management services and ensure consistency in policies and procedures, the case management functions of the Trial and Family Divisions are being merged.

    • Integrating case management services throughout the Court will eliminate the necessity of increasing the number of Case Management staff to support increasing case loads in the Court.

    • Merging of case management functions requires the creation of a position to manage all aspects of case management, including case scheduling, caseflow management, jury services and appointment of indigent counsel.

    • Converting the vacant Case Management Supervisor position to Case Management Manager will enable the Court to recruit qualified candidates to manage the daily operations required for integrated case management services.

    The cost is $8,208.76. Funding is available in the 2001 Circuit Court Budget.

    Mr. Horton moved to recommend to the Board of Commissioners to create the classification of Case Management Manager (MPP Grade 24) and convert one Case Management Supervisor position (MPP Grade 21) to Case Management Manager to better meet the current needs of the Circuit Court.

    Supported by Mr. Kuipers.

    Mr. Kuipers asked whom this position would report to.

    Mr. Foster answered the position would report to him and explained the Circuit Court Administrators are split into management and service components. There is an administrator for each of those components. Case Management falls under the management component.

    Motion carried.

  5. HOUSING AND COMMUNITY DEVELOPMENT - AUTHORIZATION TO ADD THE POSITION OF HOUSING SPECIALIST

    Mr. Delabbio stated approval is requested to recommend to the Board of Commissioners to authorize the addition of one Housing Specialist (UAW1 -Range 21) at Housing and Community Development. This request is proposed to go to the Board on December 14, 2000. A summary of the request follows:

    • On 11-21-00, the Board of Commissioners approved the Housing Commission's request to accept Section 8 Vouchers from the U.S. Department of Housing and Urban Development (HUD) and the 2001 budget was amended to reflect additional revenues and expenditures totaling $503,345.

    • Eighty-seven (87) additional cases are expected under the Section 8 Vouchers. The current staff assigned to this area (1 Housing Specialist and 1 Social Worker II) will not be able to meet HUD requirements in terms of the assistance which needs to be provided to participating families and the required documentation. This proposal would provide for a Housing Specialist to assist in the administration of the Section 8 program.

    • The HUD funding allows for administrative costs of $46,312 annually.

    • In the event funding is eliminated or decreased, the position will be eliminated unless continuation funding is approved pursuant to the Fiscal Policy on Grants.

    • Due to the new position being grant funded, it is exempt from the annual new position review committee process.

    The cost is $36,673, wages and fringe benefits. Funds are available in the 2001 Community Development Budget.

    Mr. Kuipers moved to recommend to the Board of Commissioners to authorize the addition of one Housing Specialist (UAW1 -Range 21) at Housing and Community Development.

    Supported by Mr. Turner.

    Mr. Talen asked if the new Housing Specialist position would pick up the additional caseload.

    Mr. Stonehouse replied the current caseload would be spread amongst all three positions.

    Motion carried.

  6. HUMAN RESOURCES - UPDATE OF SECTION 125 FLEXIBLE SPENDING PLAN

    Mr. Delabbio stated approval is requested to recommend to the Board of Commissioners to approve revisions to the Section 125, Kent County Flexible Spending Plan. This request is proposed to go to the Board on December 14, 2000. A summary of the request follows:

    • The Board has adopted a Section 125 Plan for the employees of Kent County. This Plan allows an employee to set aside earnings into pre-tax accounts to pay for medical and/or dependent-care expenses.

    • Revisions to the Plan are necessary to comply with recent changes to employee benefit plans.

    • This does not change the level of benefits of the employees who participate in the Plan.

    No funding is required.

    Mr. Kuipers moved to recommend to the Board of Commissioners to approve revisions to the Section 125, Kent County Flexible Spending Plan.

    Supported by Mr. Turner.

    Motion carried.

  7. HUMAN RESOURCES - AMENDMENT TO THE KENT COUNTY EMPLOYEES' RETIREMENT PLAN

    Mr. Delabbio stated approval is requested to recommend to the Board of Commissioners to approve an amendment to the Kent County Employees' Retirement Plan. This request is proposed to go to the Board on December 14, 2000. A summary of the request follows:

    • The Kent County Board of Commissioners adopted the Kent County Employees' Retirement Plan effective December 8, 1948. The Retirement Plan has been amended from time to time and restated in its entirety on June 22, 2000, effective January 1, 1997.

    • The purpose of this amendment is to:

      • incorporate changes arising out of collective bargaining
      • respond to changes in the Judges Retirement Act of 1992 and coordinate the provisions of benefits of the Kent County Retirement Plan to judges making the transfer election
      • conform plan references to the minimum vesting period, conform plan provisions to administrative practices, correct a reference to contribution obligation and clarify references to final average salary and Eligible Domestic Order limitations.

    No additional funding is required.

    Mr. Kuipers moved to recommend to the Board of Commissioners to approve an amendment to the Kent County Employees' Retirement Plan.

    Supported by Mr. Horton.

    Mr. Kuipers asked if there is an annual pension report available.

    Ms. Beemer replied there is a summary of the annual report that is prepared by the actuary.

    Motion carried.

  8. MISCELLANEOUS

    Commissioner Horton wished Chair Jerry Kooiman well in his new position of State Representative.

  9. ADJOURNMENT

    There being no further business for discussion, Chair Kooiman adjourned the meeting at 9:35 a.m.