LEGISLATIVE AND HUMAN RESOURCES COMMITTEE MINUTES
Tuesday, November 14, 2000 - 8:30 a.m.
Kent County Administration Building - Room 310
MEMBERS PRESENT: Vice-Chair Rick Smoke; Commissioners Marvin Hiddema, Jim Talen, Herschell Turner, Ken Kuipers, and Bev Rekeny
MEMBERS ABSENT: Chair Jerry Kooiman, Commissioners Tom Postmus and Jack Horton
ALSO PRESENT: County Administrator Daryl Delabbio; Assistant County Administrator Al Vanderberg; Executive Assistant to the Board Jim Day; Civil Counsel Sherry Farrens; Management Analysts Debbie Kauffman and Eileen Pierce; Human Community Service Coordinator Mary Swanson; Human Resources Director Frank Klus; Human Resources Manager Tom Carnegie; Human Resources Manager Gail Glocheski; Sr. Human Resources Specialist Liz Hawkins; Undersheriff Larry Stelma; Prosecutor Bill Forsyth; Deputy County Clerk Mary Hollinrake; Deputy Health Director Barb Terry; Register of Deeds Chief Deputy Sonya Dean; Deputy County Clerk - Courts Division Mary Kelly; Student Representative Nick Van Wingerden; and Sr. Administrative Specialist Pam Van Keuren
NEWS MEDIA: Kyla King, Grand Rapids Press
Vice-Chair Smoke called the meeting to order at 8:30 a.m.
APPROVAL OF THE MINUTES
Mr. Hiddema moved to approve the October 24, 2000, minutes as written.
Supported by Mr. Kuipers.
HUMAN RESOURCES - 1999 EEO REPORT
Mr. Carnegie presented the 1999 EEO Report to the Committee. The Report shows steady progress in the County's workforce that reflects the total population. The County has made significant progress in the number of minorities that have been hired and promoted into managerial positions. Much of the progress was achieved with the aid of the Insight Subcommittee, co-chaired by Board Chair Steve Heacock and Commissioner Herschell Turner. This subcommittee was created to monitor and offer guidance to the County in the areas of minorities, employment, purchasing, and community relations, etc. In addition, Mr. Carnegie and Mr. Klus have met with several department directors to discuss their EEO goals; Human Resources staff have attended many job fairs, have advertised for employment in minority media sources, and have made contact with colleges for recruitment purposes.
Mr. Carnegie stated he plans to continue to work closely with the Cultural Insight Council and colleagues throughout the County to monitor employment activities and to keep the County moving in the right direction. He also thanked Commissioner Turner for working with him and for providing input into the EEO Report.
Mr. Turner moved to receive and file the 1999 EEO Report as presented.
Supported by Mr. Kuipers.
Commissioner Talen arrived at this time.
Mr. Kuipers asked if the 1999 MSA Labor Force Data would become part of the 1999 EEO Report when the information is made available.
Mr. Carnegie replied that the MSA Data from the US Census would be part of the 2000 EEO Report for next year. However, he would be happy to share the information when it is made available.
Mr. Kuipers asked if the Insight Subcommittee, after submitting a report to the Board, will continue its work.
Mr. Delabbio clarified that the work of the Insight Subcommittee under the direction of Board Chair Heacock and Commissioner Turner is completed. The County is now establishing a Cultural Insight Council, which will be a county-wide employee committee that will carry on the mission and work of the Insight Subcommittee.
A copy of the 1999 EEO Report is on file in both the Board of Commissioners' office and in Human Resources.
- HUMAN RESOURCES - 2001 MANAGEMENT PAY PLAN SCHEDULE
Mr. Delabbio stated approval is requested to recommend to the Board of Commissioners to approve a graduated market adjustment to the Management Pay Plan pay schedules: 3.5% for grades 14-21; 3.25% for grades 22 and 23; and 3.0% for grades 24-35, effective January 1, 2001, with a total cost of 3.14% of the salary base, and "Pay for Performance" adjustments up to a maximum possible 4.0% of individual base pay. A summary of the request follows:
The Classification and Compensation Study authorized by the Board of Commissioners in August 1996, provides for periodic review and adjustment of the pay schedules for positions covered by the Management Pay Plan (MPP).
The recommended increase to the pay grades is required to maintain the County's position in hiring and retaining qualified staff.
A review of the MPP salary structure indicates the overall structure is competitive with the market, but the salary scale midpoints for grades 14 -21 are slightly below the market while those for grades 24 and higher are somewhat above the market.
The recommended graduated increase will keep the MPP salary structure in line with the local salary market and re-balance the MPP salary structure.
The recommended increase will also maintain internal equity between the Management Pay Plan pay structure and the pay ranges for bargaining unit positions.
The recommended graduated increase in the pay structure will cost approximately 3.14% of the MPP salary base.
Individual increases of up to 4.0 % for "Pay for Performance" will allow employees to progress through the salary ranges on the basis of merit, and will maintain the "incentive" portion of the Management Pay Plan.
This recommendation meets the parameters set by the Finance and Physical Resources Committee for Budget Year 2001.
The actual cost will vary dependent upon individual performance evaluations, however, it will not exceed $883,000. Funding has been included in the 2001 budget adopted by the Board on October 26, 2000.
Mr. Hiddema moved to recommend to the Board of Commissioners to approve a graduated market adjustment to the Management Pay Plan pay schedules: 3.5% for grades 14-21; 3.25% for grades 22 and 23; and 3.0% for grades 24-35, effective January 1, 2001, with a total cost of 3.14% of the salary base, and "Pay for Performance" adjustments up to a maximum possible 4.0% of individual base pay.
Supported by Mrs. Rekeny.
Mr. Hiddema commented he believes this is a move in the right direction. It is important for the County to maintain adequate salaries for the employees in today's market.
- HUMAN RESOURCES - POSITION RECLASSIFICATIONS IN
PROSECUTOR'S OFFICE, CLERK'S OFFICE, COOPERATIVE
EXTENSION, AND SHERIFF'S DEPARTMENT
Mr. Delabbio stated approval is requested to recommend to the Board of Commissioners to create the classifications of Administrator - Prosecutor's Office (MPP 26); Chief Deputy Circuit Court Clerk (MPP 24); Administrator - Cooperative Extension (MPP 24); Victim/Witness Coordinator (MPP 21); and reallocate the classification of Administrative Manager from MPP 22 to MPP 21. This request is proposed to go to the Board on November 21, 2000. A summary of the request follows:
The Human Resources Department performed a study of 16 Administrative Manager and Administrative Supervisor positions in the County to determine if the classifications were assigned to the proper grades and if individual positions were properly classified, in response to requests from several departments.
The study identified the need for additional classifications to properly document and evaluate four positions in three departments.
The study also identified the need to change the grade allocation of two existing classifications and reclassify three additional positions.
The changes recommended by the study to maintain equity among positions within the Management Pay Plan are:
- create the classification Administrator Prosecutor's Office (MPP 26) and reclassify the Administrative Manager (MPP 22) to this classification
- create the classification Chief Deputy Circuit Court Clerk (MPP 24) and reclassify the Administrative Manager (MPP 22) to this classification
- create the classification Administrator - Cooperative Extension (MPP 24) and reclassify the Administrative Manager (MPP 22) to this classification
- create the classification Victim/Witness Coordinator (MPP 21) and reclassify the Administrative Supervisor (MPP 19) to this classification
- reallocate the pay grade of the Chief Deputy Register of Deeds classification from MPP 22 to MPP 24
- reallocate the pay grade of the Administrative Manager classification from MPP 22 to MPP 21 and reclassify two positions at the Prosecutors' Office and one at the Sheriff's Department to this classification
The cost is $3,969 for 2000 and $34,396 annually. Funding is available in the 2000 and 2001 Budgets of the Prosecutor's Office, Cooperative Extension, County Clerk's Office and Sheriff's Department.
Mr. Hiddema moved to recommend to the Board of Commissioners to create the classifications of Administrator - Prosecutor's Office (MPP 26); Chief Deputy Circuit Court Clerk (MPP 24); Administrator - Cooperative Extension (MPP 24); Victim/Witness Coordinator (MPP 21); and reallocate the classification of Administrative Manager from MPP 22 to MPP 21.
Supported by Mrs. Rekeny.
Mr. Talen commented that he assumed when the MPP Study was done, it was partially intended to reduce the number of classifications and group more of them into one classification. It seems like classifications now are being pulled from these groups to create more specific job classifications.
Mr. Klus replied that because of the size of the departments, the size of staff employees are required to supervise, and the complexity of what the employees are doing makes it more difficult to group under one classification. In fact, some job classifications are hard to determine what the differences are between them, therefore, more specific job classifications are sometimes needed.
- HEALTH DEPARTMENT - GUIDELINES TO REDUCE THE IMPACT OF
PRENATAL EXPOSURE TO ALCOHOL, TOBACCO, AND OTHER
Mr. Delabbio stated approval is requested to recommend to the Board of Commissioners to endorse the Kent County Guidelines to Reduce the Impact of Prenatal Exposure to Alcohol, Tobacco and Other Drugs. This request is proposed to go to the Board on November 21, 2000. A summary of the request follows:
The Health Department has estimated that each year more than 1,500 infants are prenatally exposed to alcohol and more than 500 are prenatally exposed to illicit drugs.
Over the past year, representatives of various health care, child welfare, public health, and substance abuse treatment systems have met to develop a community standard to address prevention and treatment of prenatal substance abuse.
In order to ensure community support, the guidelines have been presented to a variety of community agencies and advisory bodies for endorsement, and will continue to be disseminated throughout the community to increase awareness of the problem and the promote a consistent community response to the issue.
The request to endorse the guidelines is independent from any request for financial commitment. If, in the future, funding is desired for distribution of the document or implementation of any measures associated with the guidelines, a separate request would be forwarded at that time.
No funding is required.
Mr. Turner moved to to recommend to the Board of Commissioners to endorse the Kent County Guidelines to Reduce the Impact of Prenatal Exposure to Alcohol, Tobacco and Other Drugs.
Supported by Mr. Kuipers.
Mr. Hiddema asked the relevance of this item being approved by the Board.
Ms. Terry explained the Human Services Committee initially approved the request and suggested that the Board approve it.
Mr. Talen would like to encourage the Board to use these guidelines in the future to make funding decisions that would help move this program forward.
Mr. Turner explained this request will result in providing direction on how to move forward and foresees putting figures together on how this will be done.
Mr. Kuipers commented he believes this is only the first step to addressing this issue. The program was created to address prevention and treatment, which is consistent with the efforts of the Board and staff who take part in maintaining that effort.
- SHERIFF'S DEPARTMENT - FOIA APPEAL
Mr. Delabbio stated approval is requested to recommend to the Board of Commissioners to deny an appeal, by Miller & Associates, of a FOIA request denial. This request is proposed to go to the Board on November 21, 2000. A summary of the request follows:
On July 27, 2000, Sheriff Dougan received a FOIA request from the criminal defense law firm of Miller & Associates, headquartered in Santa Monica, California.
Miller & Associates requested that the Sheriff provide lists of recent arrestees on an ongoing basis, including each arrestee's first and last name, address, and arrest code. The firm indicated that it planned to use the information to offer its legal services to arrestees in the form of legal consultations.
The Sheriff's Department exercised its right to a statutory extension of time to respond, and forwarded the request to Civil Counsel.
On August 23, 2000, Civil Counsel denied the request on the grounds that booking and arrest records of those not convicted of a crime are exempt from disclosure under FOIA's privacy exemption.
On October 6, 2000, Civil Counsel received Miller & Associate's request for appeal of the denial.
assist in consideration of the appeal and ultimate recommendation to the Board, which must conduct a public hearing on the appeal.
No funding is required.
Mr. Kuipers moved to recommend to the Board of Commissioners to deny an appeal, by Miller & Associates, of a FOIA request denial.
Supported by Mr. Turner.
Mr. Talen asked what are the grounds for denial.
Ms. Farrens explained the grounds for denial is the privacy exemption under FOIA.
Mr. Hiddema asked if the law firm has contacted other Counties for the same information.
Ms. Farrens stated she has not heard of any other Counties who are dealing with this issue.
Mr. Kuipers asked if there was an aggregate report that shows supporting data of the category of "meets expectation" in the MPP evaluation. He also asked if the differential would be larger between the Management Pay Plan and the union.
Mr. Delabbio replied Human Resources does have data that shows employees who fall into the meets expectations category.
Mr. Klus explained he used the meets expectation category to show the best example, not to make the differential all that large, and was trying to make a point using what is thought to be the best effort by a management pay plan employee.
UAW Union Contract
Mr. Klus announced that the UAW membership is scheduled to vote to ratify the contract on November 21. Both the union bargaining team and the County are pleased with the outcome.
There being no further business for discussion, Vice-Chair Smoke adjourned the meeting at 9:23 a.m.