Administration and County Services Committee
Michael Crawford			Robert McLeod, Chairman	Laura Stanek
October 7, 2004
Minutes
Members Present:		Bob McLeod, Mike Crawford, and Laura Stanek
Members Absent:		None
Others Present:		Pete Garwood and Jack White
1.       Meeting called to order at 1:00 p.m.
2.       Public Comment
	None.
3.       Planning Commission Membership (education member)
	Jim Pascoe, Chairman of the Planning Commission, joined the meeting.  Mr. Pascoe informed the Committee that a new statute requires the County to appoint a school board member or a school administrator at the next available vacancy. Mr. Pascoe requested the Committee consider appointing a tenth member to fulfill the education requirement.  The Planning Commission was in favor of this happening immediately.  The Committee felt it would be better to defer this issue until the March meeting, just prior to the end of the planning commission member’s term of office.   Peter Garwood, Coordinator/Planner, will make sure it is on the agenda for the March Administration and County Services Committee meeting.
4.       Great Northern Benefits
	Terry Roote, health benefit agent from Great Northern Benefits, and Bob Grochowski, the representative from MEBS, third party administrator, joined the meeting. Mr. Roote and Mr. Grochowski distributed a document that tracks the experience the County has had with the Community Blue Wrap program. The Committee directed Mr. Roote to provide monthly reports for the savings on the changes in the prescription drug program.  The Committee indicated the County will provide the necessary data, through the Clerk Office, in order that Mr. Roote can accomplish this task.
5.       Sheriff Department - Dispatch Vacancy
	Dan Bean, Undersheriff, joined the meeting to request permission to fill the recent dispatcher vacancy. Motion by Laura Stanek, supported by Mike Crawford, to recommend the Board of Commissioners approve the release of funds and allow the Sheriff department to fill the vacant dispatcher position.  Motion carried – unanimous.
6.       Boards, Committees and Commissions
	] Family Independence Agency (FIA) Board Vacancy (attachments) Four (4) Interest Notification Forms, from four (4) applicants for the position on the FIA Board, were reviewed. The Committee decided to refrain from making a recommendation and leave the appointment to the vacant position on the FIA Board to the Chairman of the Board of Commissioners. ] Parks and Recreation Commission Vacancy No action taken. ] Commission Expiration Dates The Committee decided to address the issue of changing the expiration dates for the Planning Commission and the Economic Development Corporation/Brownfield Redevelopment Authority terms of office, until the March meeting.
7.       Building Department Director
	Mr. Garwood explained that Bob Massey was hired as the “Interim” Building Department Director because, at the time, the former Director was still considered an employee of the County.  However, since the release of the former Building Department Director, the County could now consider removing the interim status on Mr. Massey’s title. Motion by Mike Crawford, supported by Laura Stanek, to recommend the Board of Commissioners remove the "Interim" designation from the Building Department Director title for Mr. Robert Massey.  Motion carried – unanimous.
8.       Ottawa County Resolution - Protect MDNR Restricted Funds (attachments)
	The Ottawa County Resolution adopted September 14, 2004 favors House Bill 5870 and House Joint Resolution Z that would constitutionally protect State restricted funds to ensure that user fees, permit fees and license fees are spent only on related natural resource programs. Motion by Laura Stanek, supported by Mike Crawford, to recommend the Board of Commissioners approve a resolution similar to the Ottawa County resolution that expresses support for House Bill 5870 and House Joint Resolution Z, that would constitutionally protect State restricted funds to ensure that user fees, permit fees and license fees are spent only on related natural resource programs. The Committee went into closed session at 2:15 p.m. to discuss labor negotiations with the Unrepresented in the Probate Court and in the County in general. Back in session at 2:38 p.m.
9.       Commission on Aging (COA) Contracts
	Carol Mitchell, Commission on Aging Director, joined the meeting.  Mr. Garwood explained the COA has a number of contracts that need signature on a regular basis. The Chairman of the Board of Commissioners, by County policy, is the only individual authorized to sign contracts or agreements. Some of the contracts the COA has on an annual basis, are routine or are for purchase of services and it may make sense to allow the COA Director or Chair of the COA Board to sign them. Motion by Bob McLeod, supported by Mike Crawford, to recommend the Board of Commissioners approve the following policy: The Chairman of the Board of Commissioners shall sign basic contracts with Area Agency on Aging (AAA) along with amendments, lease agreements, and any contract over $5,000.  The Chairman of the Commission on Aging Board, or the Director, shall have authority to sign all other contracts or agreements.  Motion carried – unanimous.
10.     Representatives of the Unrepresented Group
	Karen Day and Julie Gorno joined the meeting as the Representatives of the Unrepresented Group.  Ms. Day and Ms. Gorno presented the wage, salary and benefit proposal from the Unrepresented Group. The Committee went into closed session at 3:20 p.m. to discuss the proposal. The Committee went back into open session at 3:40 p.m. Ms. Day and Ms. Gorno returned to the meeting and accepted the written response from the Committee.  The Committee also asked the two representatives to bring back a prioritized list to next months meeting.
11.     Probate Court Unrepresented
	Judge Norm Hayes came in to discuss salary increases for the Probate Court Unrepresented employees in his office.  The Committee gave Judge Hayes a preliminary response but also indicated they were unable to give a final response at this time. Judge Hayes also shared a letter with the Committee from one of his employees that is currently off on Family Medical Leave.  The letter indicated the individual would likely not be back.  Judge Hayes requested the Committee recommend the Board of Commissioners release the funds for the position and allow him to fill the vacancy in the event the employee does not come back.   Motion by Mike Crawford, supported by Laura Stanek, to recommend the Board of Commissioners restore the funds for the deputy register position in the Probate Court and allow the vacant position to be filled.  Motion carried – unanimous.
12.     Coordinator/Planner Salary and Benefits
	Mr. Garwood addressed the Committee regarding the salary and benefits for his position. No action taken. The Committee went into closed session at 4:00 p.m. to further discuss the negotiations with the Unrepresented and formulate a proposal. The Committee returned to open session at 4:30 p.m.
13.     Health Insurance Cap
	Mr. Garwood indicated the Commissioner Compensation Ad Hoc Committee recommended the Administration and County Services make a recommendation on capping the increase in premium for health benefits, as it applies to County Commissioners. Motion by Mike Crawford, supported by Laura Stanek, to recommend the health benefits for County Commissioners be capped at 2004 rates.  Motion carried – unanimous. Motion by Mike Crawford, supported by Bob McLeod, to recommend the Board of Commissioners approve a $40.00 a month increase in salary for the 2005 and 2006 term of office.  Motion carried – unanimous.
14.     Various Matters as Appropriate
	] Grant Management Policy Nothing to review at this time. ] Communications Systems and Internet Use Policy Charles Koop, Legal Counsel, joined the meeting.  Mr. Koop presented his comments on the draft Communication and Internet Use Policy, as well as a revised draft.  The Committee indicated they will have the Computer Committee review the new draft. ] Privacy Policy, Website Privacy Policy and Legal Disclaimer Upon review of this issue by staff, it became clear that the policy needed work before it could be presented to the Committee and ultimately the Board of Commissioners.
Meeting adjourned at 5:02 p.m.