COUNTY OF OSCEOLA

BOARD OF COMMISSIONERS

COMMITTEE OF THE WHOLE

Tuesday, November 6, 2007

The committee meeting was called to order at 9:00 a.m. by Chairman Emig to review the claims presented. Regular committee business began at 9:15 a.m.

Present: Brock, Brooks, Sikkema, Tiedt and Emig. Also present: Russ Wayne-Jail Administrator, Lieutenant Justin Halladay-Sheriff’s Department, Robin Fuerneisen-Meals Coordinator, Loraine McCall-COA Director, Cliff Youngs-Road Commission. Lance Cornelius-Maintenance Supervisor, Susan VanderPol-County Coordinator, and Karen Bluhm-County Clerk.

Motion by Commissioner Sikkema, support by Commissioner Brooks to approve the agenda with additions. Motion carried.

Employee Comment: Cliff Youngs-Road Commission advised committee members that a group called CARA (Crossroad Area Recreation Authority) is trying to reactivate and will be approaching the Board regarding a project under consideration for development in Richmond Township.

Pete Ermatinger arrived at 9:19 a.m.

Employee comment: None

Recommendation by Commissioner Brooks, support by Commissioner Sikkema to approve the minutes of October 16, 2007 as presented.

Budget Amendments, Cash Transfers & Budget Amendment Report

Recommendation by Commissioner Brooks, support by Commissioner Tiedt to approve the following cash transfers and budget amendments.

Line Item Description Increase Decrease

244.000.713.001 Per Diem $ 75

244.000.719.000 FICA $ 6

244.000.808.015 Cont. Serv-Permanent $ 81

245.120.695.000 Transfer In $ 830

101.261.931.000 Equip. Maint. & Repair $ 830

101.965.999.028 Transfer Out Capital $ 830

245.902.970.001 MSU Data PC Capital $ 830

273.120.699.001 App. Fund Balance $50,000

273.120.999.000 Transfer Out $ 50,000

282.120.695.000 Transfer In $50,000

282.120.724.001 Life Insurance $ 100

282.120.931.000 Equip. Maint&Repair $10,000

282.135.720.000 Retirement Co. Share $ 3,000

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282.135.747.000 Gas & Oil $ 1,500

282.135.801.007 Raw Food $15,000

282.145.930.000 Misc. $ 2,000

282.135.850.000 Telephone $ 500

282.135.860.000 Travel Expense $ 3,000

282.135.920.000 Gas & Heat $ 500

282.139.727.000 Office Supplies $ 1,000

282.145.801.007 Raw Food $13,400

273.133.702.004 Temp. Employees $ 1,000

273.193.860.000 Travel Expenses $ 1,000

273.154.702.004 Temporary Employees $ 1,500

273.194.702.004 Temporary Employees $ 2,500

273.132.860.000 Travel Expense $ 800

273.157.860.000 Travel Expense $ 200

Cash transfer of $50,000 fro the 273 Commission on Aging Fund to the 282 Meals on Wheels Fund.

Cash transfer of $830 from the 101 General Fund to the 245 Public Improvement Fund.

Recommendation carried.

2008 Proposed Budget

Susan VanderPol, County Coordinator, asked committee members if they have any questions regarding the proposed 2008 Budget prior to today’s Public Hearing. She also talked with committee members about a wage study still needing to be reviewed after all the data comes in from the surveyed counties. She also advised them there are some requests by various departments for changes within their staff that still need to be addressed. She advised those present that the County may not start a fiscal year without a set budget. She also noted that many department heads were pleased with the budget process put in place this year as compared to past practice.

Commissioner Hoaglund arrived at 9:28 a.m.

Tustin Building Usage

Robin Fuerneisen, Meals Coordinator, and Loraine McCall, COA Director, were present to discuss usage of the Tustin building. Discussion was held regarding the need to set up policies and procedures for the usage of the building. After they have been drafted they should be presented to the committee for approval. Both Robin and Loraine recommended using the facility for community activities but would recommend staying away from private individual rentals due to liability issues. Committee members recommended the department first put a plan for the facility in place for use by Commission on Aging and then explore any other additional options. Robin asked about a request from a Pine River Boosters organization for a fundraising event. The Board previously made an allowance for the Pine River Schools to use the building for a fundraiser in early November, however the Boosters organization is separate from Pine River Schools and not covered by the school’s liability policy. After some discussion, Robin suggested the Boosters be allowed to use the building for the February fundraiser.

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Recommendation by Commissioner Sikkema, support by Commissioner Tiedt to allow use of the Tustin facility by the Pine River Boosters in February for a school function and waive the fee. Recommendation carried.

Jennifer Willis from MERS arrived at 9:44 a.m.

Kaye Frederick, Probate, arrived at 10:08 a.m.

Lance Cornelius, Maintenance Supervisor was present to discuss the remodeling of the bathrooms at the Tustin building. He has information on changes required by the Plumbing Inspector but needed direction on how and when to proceed with the project. Discussion was held on the turn over of approximately $10,000 in proceeds from the former Tustin Sportsman Club to the Commission on Aging . By agreement one-half of these proceeds were to be given to Commission on Aging by Oct. 31, 2007, but COA has not yet received the money. After some discussion on where funding would come from for the bathroom remodeling, Lance was directed to work with Robin and Loraine on this issue.

Charles Brooks, Brooks Security, arrived at 10:12 a.m.

Robin Fuerneisen, COA Meals Coordinator, reported the catering bid with Kettenun Center expired at the end of September 2007. Kettenun has increased the contract rate for the catering by a dime for the next year. The new contract will be retro to September 2007.

Loraine McCall, COA Director, reported some movement within their Advisory Council noting they have met three times to explore various ideas and procedures. Commissioner Emig will be meeting with the Advisory Council to work on structure. Bylaws and representation from around the County were discussed. This will be brought back to the Board for approval.

Lance Cornelius, Maintenance Supervisor, reported that Tim Taylor, Electrical Inspector, has advised him of various electrical changes needed at the Tustin facility. Lance reported that Williams Electric has completed those repairs, but has not yet submitted an invoice. Lance also reported that when the kitchen remodeling begins at the location further electrical work will be needed and Williams has agreed to do those upgrades.

Loraine & Robin left at 10:21 a.m.

County Buildings Security/Alarm Systems

Charles Brooks, Brooks Security, and Lance Cornelius, Maintenance Supervisor, were present to discuss the new security system recently installed in the Annex Building. The explained the new system put in place and some of the programming involved in the process. They also explained that currently any calls transmitted run to Brooks Security, they in turn route them to 9-1-1 and they are then routed from Central Dispatch to the Sheriff’s Department. Discussion was held

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regarding this process noting it would be timelier to just have Brooks Security dispatch directly to the Sheriff’s Department in this situation. Testing of the system at the new Health Department, EMD and Building Inspector building has been done, but there have been some problems. Brooks Security asked for time to do further testing and programming at these locations since they have just been installed.

Recommendation by Commission Hoaglund, support by Commissioner Brooks to change the routing from Brooks Security directly to the Sheriff’s Department eliminating 9-1-1 in the process for Annex Building Security. Recommendation carried.

Commissioner Brock was excused at 10:30 a.m.

Russ Wayne and Charles Brooks left at 10:47 a.m.

Lance Cornelius, Maintenance Supervisor, spoke to the committee regarding drain problems at the Library. He believes the problems are related to the energy efficient toilets being used in the building and is working with a vendor on obtaining a device which may fix the problem.

Lance Cornelius left at 10:52 a.m.

Sheriff’s Department Vehicle Purchase 2008

Justin Halladay, Lieutenant in the Sheriff’s Department, was present requesting the committee approve the purchase of two new vehicles for the department with money to come from the 2008 proposed budget. He noted if he orders the vehicles prior to December 1, 2007, he can save approximately $2500/vehicle over the 2008 prices. Susan VanderPol, County Coordinator, reported the Board traditionally orders prior to the beginning of the new fiscal year because of pricing as well as obtaining the vehicles earlier in the new fiscal year. Justin noted the quotes for the vehicles are the State bids which meet the county purchasing process and auditor requirements. Justin also spoke to the committee about the purchase of a truck for the department. Local bids will be taken for a used truck, but after the committee looked at the State bids for a new truck, they suggested Justin keep that option open before making any purchase.

Recommendation by Commissioner Hoaglund, support by Commissioner Brooks to purchase 2 road patrol vehicles for Sheriff’s Department and to order, through the State bid process, now with money to come from 2008 budget. Recommendation carried.

Justin will proceed with obtaining bids on truck and look at state bids also.

Justin left at 11:17 a.m.

Carol Halladay, County Treasurer, arrived at 11:22 a.m.

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Road Commission Financial Information

Carol Halladay, County Treasurer and Cliff Youngs, County Road Commission, were present to review revenues and expenditures previously provided by the County Road Commission. He explained how they get their additional funding which totals into their revenues, expenditures and fund balance. He talked about how funds come through their department for designated projects, but may not be used for general maintenance. He also reported they do contracting of various projects to help support their equipment fleet allowing them access to equipment which aids the department on other projects. Without these contracts they would not have some of the equipment they currently have on hand. Commissioner Brooks asked Cliff why his previous numbers did not match the numbers previously distributed. Cliff reported he broke out MTF revenue, which may only be used for general purposes and cannot mix with revenues coming from various sources. He reminded committee members the extra projects bring revenue into the Road Commission. After further discussion, Cliff was asked to bring the actual proposed 2008 Road Commission Budget to the Board so they are better able to understand the entire process.

Rosie McKinstry arrived at 11:40 a.m.

Moved by Commissioner Brooks, support by Commissioner Tiedt to recess at 11:30 a.m. for public hearing on the proposed 2008 Budget. Motion carried.

Committee resumed at 11:40 a.m.

Maximus Study/Child Care Indirect Cost Allocation

Kaye Fredrick, Probate Court, talked with the committee about the previous year’s cost allocation study done through Maximus allowing for up to 50% reimbursement for certain department costs incurred through the Child Care program. Because we had never applied for this type of reimbursement, Maximus did the study at no cost to the County. However this year Maximus is requesting we enter into a contract with them for their services at a cost of $3500.00. Their fee, however, is eligible for a 50% reimbursement through the program. Kaye recommended we enter into the contract with Maximus to maximize our 50% reimbursement with this program.

Recommendation by Commissioner Sikkema, support by Commissioner Tiedt to approve the contract with Maximus for Child Care Indirect Cost Allocation in an amount not to exceed $3500.00. Recommendation carried.

Kaye left at 11:56 a.m.

MERS Benefits for County Commissioners

Jennifer Willis, from Municipal Employees Retirement System (MERS), was present to address questions board members have regarding the commissioners becoming part of the MERS

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Retirement System. Ms. Willis explained the flexibility available to the Board in structuring a

retirement program for Board members. The Board will, however, need to decide a structure before an actuarial can be ordered. Committee members discussed the eligibility for service credit and the various options available. Ms. Willis explained ways the County could fund this project. Discussion was also held regarding PA 88 and the benefits of adoption by Osceola County. Committee members asked Ms. Willis to run the numbers for 8 years of vesting with a B2 plan for all years of service by those presently on the Board and report back to the committee on November 20, 2007.

Carol Halladay left at 12:42 p.m.

Jennifer Willis left at 12:48 p.m.

Jerry Powell arrived at 12:52 p.m.

Sara Youngs arrived at 12:55 p.m.

Linda Backus arrived at 1:00 p.m.

Sharon Minier arrived at 1:03 p.m.

Jerry Powell left at 1:13 p.m.

Benefit Time Utilization

Rosie McKinstry, Linda Backus and Sharon Minier were all present at the request of committee members to discuss their accumulation of sick time prior to a County Policy change in 1984. Sara Youngs, Human Resource Specialist, was also present for the discussion. Susan VanderPol, County Coordinator, requested clarification from the committee regarding the following issues:

How sick leave may be used.
How many sick days may accrue.
Accrual of sick time during a leave without pay.

Linda, Sharon and Rosie have accrued more than the 150 sick days allowed by current policy, however that accrual was made prior to the current policy language initiated in 1984. Previous Boards never addressed that issue and the Clerk’s office is not comfortable with deleting days prior to a policy change. It was noted that these individuals continue to accumulate sick leave and this is currently only an issue with the three employees present. One option presented, was to bank their accumulated days over 150 and if a major health issue occurred they would be able to use this additional “bank” of sick days prior to the use of the 150 accumulated days allowed under current policy. Then questions arose regarding the fact that they still would be at the maximum days allowed and would not be able to accumulate new days, if they continue to not use sick leave days. Discussion was held regarding possible ways to reward employees who reach the 150 maximum accumulated sick days. A possible cash out option for a portion of the unused sick days over the 150 accrued days was discussed, encouraging employees to use sick leave only if necessary. Committee members were reminded that when an employee terminates employment with the County they are paid for 50% of their unused sick leave up to 75 days. Commissioner Brooks asked the employees present if they were comfortable with the proposed banking of the days over 150 days for use in case of a serious medical problem. Rosie, Sharon

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and Linda all agreed with the proposal of banking excess days, however they were concerned about not being able to accumulate days earned in the future. Rosie reminded committee members that she felt like they were being penalized because they have not used the sick days and feels that it is a benefit to the County. Discussion and possible solutions were held to reward all county employees who reach the maximum accumulation of sick days with Karen Bluhm, County Clerk, suggesting they consider an end of the year payment of perhaps 25% of the unused days over 150 days to those eligible. This item shall be discussed further and a later recommendation may be presented.

Sue VanderPol, County Coordinator, engaged the committee in discussion about the current policy language regarding the used of sick leave and the interpretation of said policy by various department heads. She shared language from an old County Personnel Policy suggesting we use it for clarification. After some discussion the following recommendation was made.

Recommendation by Commissioner Tiedt, support by Commissioner Sikkema to adopt the sick leave policy change to read as follows:

Sick leave may be utilized by an employee in the event of his illness or injury, or for illness, injury, or the birth of a child in his/her immediate family which necessitates his/her absence from work. “Immediate family” in such cases “shall include only” the employee’s spouse, children, parent or foster parents, parents-in-law, brothers, sisters, and any persons for whom financial or physical care he/she is principally responsible.

Recommendation carried.

Recommendation by Commissioner Tiedt, support by Commissioner Brooks to allow the three employees who have previously accumulated more than 150 sick days to “bank” the excess over 150 days as of 12/31/2007 for use in lieu of regular sick leave at the employee’s discretion until it is exhausted or employment ends. Recommendation carried.

Sara Youngs, Human Resources Specialist, asked for clarification in the policy regarding the accumulation of sick leave for employees needing to take time off without pay during the month. She also asked for directions as to insurance benefits and at what point the County wants her to bill employees when they need time off without pay. After brief discussion, it was decided to revisit this questions at an upcoming committee meeting.

Sharon Minier, Linda Backus left at 2:09 p.m.

Agent of Record

Commissioner Emig advised committee members that he had invited Peter Ermatinger, former Agent of Record for County insurance benefits, to discuss the October Board decision to change agents. Mr. Ermatinger was concerned that he really did not know the County had problems with his service as Agent of Record. Commissioner Emig shared his concern regarding

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last year’s insurance presentation and the obvious lack of preparation of that report. Karen Bluhm, County Clerk, shared concerns regarding making timely contact with Pete over the past 1 ½ to 2 years. Several other Commissioners advised Mr. Ermatinger that they had been approached by various employees regarding his customer service. Mr. Ermatinger advised those present that he was unaware of all these issues and offered an apology, but asked for an opportunity for a second chance to prove himself to the Board before changing Agent of Record. After some discussion, it was decided to leave the change for Agent of Record in place unless Commissioners choose to take action reversing their previous agent at the Board meeting on November 20, 2007.

Update on Sylvan Drain #3 Possible Legal Action

Jerry Powell, Drain Commissioner, was present to advise committee members of possible legal action regarding Sylvan Drain #3. He explained the problem at the property when Mr. Prichard asked him and the contractor to leave the property prior to the project being completed. Legally the County is obligated to fix the drain and now Mr. Prichard’s attorney has advised us we may come back onto the property to complete the project. Mr. Powell noted that since the contractor left the site, a new cost may be incurred for the completion of the project. Discussion of the possible new costs which may be incurred and who should be legally responsible for the payment. After some further discussion the following recommendation was made.

Recommendation by Commissioner Brooks, support by Commissioner Tiedt to remobilize the contractor per original bid for the completion of work on Sylvan Drain #3 with the contractor. Money will come from General Fund. Recommendation carried.

Updated Maintenance of Vehicles Policy

Susan VanderPol, County Coordinator, asked for the committee to approve the revised Maintenance of Vehicles Policy they have been given.

Recommendation by Commissioner Tiedt, support by Commissioner Hoaglund to approve the revised Maintenance of Vehicles Policy as presented. Recommendation carried.

Photo of Judge Root

Susan VanderPol, County Coordinator, reported that former Circuit Judge Lawrence Root has provided the County a photo of himself for display in the Circuit Courtroom. The Board had asked Judge Root for his assistance in this matter and now we just need to purchase a frame for the photo.

Recommendation by Commissioner Brooks, support by Commissioner Tiedt to approve the purchase of a photo frame for Judge Root’s photo in the amount of $446.33. Recommendation carried.

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Employee Comment: Rosie McKinstry advised committee members that some Township Treasurers are unhappy with changes being initiated using the new BS&A software.

Public Comment: None.

Motion by Commissioner Brooks, support by Commissioner Hoaglund to adjourn at 2:48 p.m. Motion carried.

_____________________________ ___________________________

Karen J. Bluhm, County Clerk Larry Emig, Chairman