COUNTY OF OSCEOLA

BOARD OF COMMISSIONERS

COMMITTEE OF THE WHOLE

 

TUESDAY, MARCH 4, 2008

 

The Committee of the Whole meeting was called to order by Vice-Chairman Dave Brooks at 9:00 a.m. for the purpose of reviewing the claims.

 

Present: Commissioners Hoaglund, Sikkema, Faber, Tiedt and Brooks.

Also present:  Susan Vander Pol-County Coordinator, Karen Bluhm-County Clerk, Lance Cornelius-Maintenance Supervisor and Russ Wayne-Jail Administrator.

 

Regular committee business began at 9:10 a.m.

 

Motion by Commissioner Hoaglund, support by Commissioner Tiedt to amend the agenda with the addition of an issue at the Senior Center in Tustin and discussion on Commissioner’s participation in the MERS Retirement program.  Motion carried.

 

Employee Comment:  Russ Wayne-Jail Administrator reported he was present regarding the upcoming item on the committee’s agenda regarding the smoking policy on county property.  He noted he was supportive of a non-smoking policy. 

 

Loraine McCall-COA Director and Robin Fuerneisen-Meals Coordinator arrived at 9:15 a.m.

 

Tustin Senior Center

Lance Cornelius, Maintenance Supervisor, shared new photos from the “sink hole” in the parking area of the Senior Center in Tustin.  The problem has been previously discussed, but with the recent rains and thaw he wanted Commissioners to be aware that the problem is getting worse and water is draining into the hole and they do not know where the water is going.  The issue was put on hold previously, but he feels we need to get a hold on the problem as it is only getting worse.  After some discussion Lance was directed to contact Cliff Youngs at the County Road Commission for his input on the cause for the problem.  The possible cost of the project was discussed.  It was decided the initial cost to determine how to fix the problem would come from the General Fund, with the actual repair cost coming from the Commission on Aging’s budget.

 

Mark Watkins, Emergency Management Director, arrived at 9:18 a.m.

Judge Ronald Nichols arrived at 9:25 a.m.

 

The plumbing bids on the Senior Center are due tomorrow, and after they choose the contractor for the project they will be proceeding on that project.

 

Emergency Management Update

Mark Watkins, Emergency Management Director, updated Commissioners sharing notes from a recent Local Emergency Planning meeting.  They are currently modifying the emergency plan at

this time.  The top ten changes were shown in the handout provided.  Mark advised the committee he will be bringing the revised plan to the Board for their approval in April 2008.

Page 2

Committee of the Whole

March 4, 2008

 

Mark also spoke about regional grant equipment money being received allowing for an additional City Watch unit.  Discussion was held on a possible location for this additional City Watch unit which will need an additional 8 phone lines.  Mark will look into some of the suggested site possibilities and come back to the committee with a recommendation.

 

Mark then spoke regarding a recent problem at the North Tower in the County which caused problems for law enforcement.  Since the Sheriff’s Department has a contract with Tele-Rad for their equipment on the tower, Tele-Rad was contacted about the incident.  Mark is concerned that there are four different divisions on the tower and three separate contractors for repair.  He asked to meet with the Sheriff to try to accomplish coming up with one vendor to service all the divisions using this North Tower.

 

Weather Building Closure Policy

Susan VanderPol, County Coordinator, shared the weather building closure policy with the committee.  At a recent department head meeting the chain of command was discussed for putting such a closure into place, and this is not reflected in our current policy.  After a brief discussion, Susan was instructed to make the necessary changes and bring back a revised policy for the committee’s approval.

 

Smoking on County Property Policy

Susan VanderPol, County Coordinator, shared the current policy with those present.  She noted that a few months ago this was discussed with no action taken by the Commissioners.  Now there have been more questions regarding the smoking that occurs on the handicap ramps areas and smoking just outside the County Buildings.  After some discussion the following recommendation was made.

 

Recommendation by Commissioner Hoaglund, support by Commissioner Tiedt to change the policy stating no smoking within 20 feet of any county building, including but not limited to windows, doors, or vents.  Recommendation carried.

 

Funeral Leave Policy

Susan VanderPol, County Coordinator, asked that an employee’s grandchild be added to the funeral leave policy.

 

Recommendation by Commissioner Faber, support by Commissioner Hoaglund to add grandchildren to the funeral leave policy.  Recommendation carried.

 

Court Collection Program:

Judge Nichols, 49th Circuit Court, was present with a proposal for software to aid in the collection of court assessments.    He explained how the software will work and the anticipated

increase in revenue generated.    The cost for the software is $1,080/court and is a one time user fee.  No annual fees are required, unless we would need something customized for our specific court.  Karen Bluhm, County Clerk, supported the software and the need for increasing collections, but was concerned who would be responsible for the work involved.  Judge Nichols

Page 3

Committee of the Whole

March 4, 2008

 

thinks it will pay for itself and possibly down the road help pay for a part time employee to assist in collections.

 

Recommendation by Commissioner Faber, support by Commissioner Hoaglund to approve the purchase of a software collections program for the 49th Circuit Court and 77th District Court in the amount of $1080 per court.  Recommendation carried.

 

Recommendation by Commissioner Hoaglund, support by Commissioner Tiedt to approve the claims in the amount of $31,683.23.  Recommendation carried.

 

MERS Funding Level for Commissioners Division

Karen Bluhm, County Clerk, reported the actuarial report has been received from MERS for the Commissioners Division.  She asked the committee for direction as to the funding level they wished to fund the new division as she continues to try to implement the new division.  She advised them of the cost of fully funding the new division and the rate of employer contribution compared to partially funding the division.  After some discussion it was decided to fully fund the new division.

 

Recommendation by Commissioner Hoaglund, support by Commissioner Tiedt to fund in full the new division of MERS for County Commissioners.  Recommendation carried. 

 

Non-wage Hours Constitutes Trigger for Billing

Sara Youngs, Human Resources Specialist, was present to discuss at what point she should be invoicing employees for benefits when they take time off without pay (unrelated to FMLA or S&A).  The personnel policy is somewhat vague in this area and is being interpreted differently by those within the system.  Discussion was also held on at what point an employee should accumulate a sick day for the month if they needed to take time off without pay (again unrelated to FMLA or S&A). After some discussion the committee asked Sara to compute an average benefit time cost and incorporate that along with the accumulation of the sick day for the month after 8 hours are missed without pay.  This revision will then be drafted in the personnel policy and adopted when presented. 

 

Motion by Commissioner Sikkema, support by Commissioner Tiedt to approve the minutes of February 19, 2008 as presented.  Motion carried.

 

Motion by Commissioner Faber, support by Commissioner Sikkema to adjourn at 11:20 a.m.  Motion carried.

 

 

 

 

 

___________________________                                          ______________________________

Karen Bluhm, County Clerk                                                      David Brooks, Vice-Chairman