Advertised Public Hearing Notice of a Public Hearing on ......Apr 08, 2014 · Tax Rate to Provide Juvenile Services was duly advertised to be heard on April 8, 2014, during the County

I. CALL TO ORDER

MONROE COUNTY COUNCIL REGULAR SESSION

APRILS, 2014 5:30P.M. NAT U HILL Ill MEETING ROOM

MONROE COUNTY COURTHOUSE 100 W. KIRKWOOD AVENUE BLOOMINGTON, IN 47404

AGENDA with Summary

II. PLEDGE OF ALLEGIANCE

Ill. PUBLIC COMMENT

IV. DEPARTMENT UPDATES

Advertised Public Hearing

Notice of a Public Hearing on the proposed increase in the County Option Income Tax Rate to Provide Juvenile Services was duly advertised to be heard on April 8, 2014, during the County Council meeting. The purpose of the meeting is to discuss the amount of any increase, and accept public comment on the matter.

V. PROPOSED INCREASE OF JUVENILE COlT FUND TAX RATE

VI. COMMISSIONERS, Jeff Cockerill Pp. 6-11 Request for Approval of Resolution 2014-09: A Resolution Approving Ordinance 2014-12: An Ordinance Approving the Amended Jnterlocal Cooperation Agreement between the City of Bloomington and Monroe County, Indiana, in regards to the 2012 Edward Byrne Justice Assistance Grant Program.

The City has asked that the lnterlocal be amended to permit purchase of electronic sign age.

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VII. COMMISSIONERS, Angie Chalfant and Ashley Cranor Request for Approval of Transfer of Funds From: 1000-000 County General To: 4919-000 Energy Conservation Non-Reverting Fund

$ 33,456.00 $ 33,456.00

This is a request to transfer the energy savings accrued throughout 2013. These are measurable savings that can be used towards energy efficient upgrades for county buildings.

Pp. 13-14 VIII. Request for Approval of Resolution 2014-10: A Resolution Authorizing the Transfer of

$2,600,000.00 from the Rainy Day Fund to the County General Fund.

When Council approved expenditure of $1.8M to furnish the Joint Dispatch Center, and $250,000 to hire a consultant to assist the Plan Commission with amending the Zoning Code, the decision was made to pay for these expenditures from the Rainy Day Fund. In addition to these previously discussed expenditures, an additional $600,000 is being transferred to cover certain payments required to be made as a result in changes of assessments. NOTE: This action will require a supermajority vote of 5 council members for approval.

IX. HIGHWAY, Bill Williams A. Request for Approval of Creation of New Budget Lines

1135-000 Cumulative Bridge 1135-448-30.0034 Stinesville Road Bridge #12 1135-453-30.0021 Mt Tabor Road Bridge #33 1135-454-30.0006 1135-455-30.0020 1135-458-30.0012 1135-458-30.0020 1135-459-30.0002 1135-459-30.0003 1135-459-30.0005 1135-459-30.0006 1135-459-30.0007 1135-459-30.0008 1135-459-30.0009 1135-459-30.0010 1135-459-30.0011 1135-459-30.0012 1135-459-30.0013 1135-459-30.0014 1135-459-30.0015

Garrison Chapel Road #62 Kinser Pike Bridge #46 Mt. Gilead Road CID #1456 Dutch Church Road #186 Mt. Zion Road CID # 168 Ratliff Road CID #1785 Brighton Road CID #2198 & #2199 Ketcham Road CID #238 Maple Grove Road CID #2845 Thomas Road CID #3242 Stansifer Lane CID #3243 Bottom Road CID #2356 Simpson Chapel Road CID #2407 Lee Phillips Road Cl D #154 Wolf Mountain Road CID #2148 Ratliff Road CID #1799 Burma Road CID #2315

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B. Request for Approval of Additional Appropriation 1135-000 Cumulative Bridge

Budget line Number Budget line Name 1135-448-30.0034 Stinesville Road Bridge #12 1135-453-30.0021 Mt Tabor Road Bridge #33 1135-454-30.0006 1135-455-30.0020 1135-458-30.0012 1135-458-30.0020 1135-459-30.0002 1135-459-30.0003 1135-459-30.0005 1135-459-30.0006 1135-459-30.0007 1135-459-30.0008 1135-459-30.0009 1135-459-30.0010 1135-459-30.0011 1135-459-30.0012 1135-459-30.0013 1135-459-30.0014 1135-459-30.0015

Garrison Chapel Road #62 Kinser Pike Bridge #46 Mt. Gilead Road CID #1456 Dutch Church Road #186 Mt. Zion Road CID # 168 Ratliff Road CID #1785 Brighton Road CID #2198 & #2199 Ketcham Road CID #238 Maple Grove Road CID #2845 Thomas Road CID #3242 Stansifer Lane CID #3243 Bottom Road CID #2356 Simpson Chapel Road CID #2407 Lee Phillips Road CID #154 Wolf Mountain Road CID #2148 Ratliff Road CID #1799 Burma Road CID #2315

Total:

P.16

Amount $ 200,000

300,000 510,000 200,000 50,000

120,000 35,000 30,000 20,000 21,500 19,500 10,000 10,000 9,500 9,500 9,600

10,500 11,000 9 700

$1,585,800

This is an annual action to create new budget lines and appropriate a total of $1,585,800 thereto, along with 6 existing budget lines for the 2014 Cumulative Bridge Program. This action will create 13 new budget lines and appropriate money into them, as well as appropriate money into the 6 existing budget lines for our 2014 Cumulative Bridge Program.

c. Request for Approval of Creation of New Budget line 1169-000 local Road & Street 450-30.0014 Old DR 37 South/Dill man Road

This line is to cover installation of a flasher light at this intersection.

X. HEALTH DEPARTMENT, Penny Caudill A. Request for Approval to Create a New Budget line

9117-000 Local Grants to Futures 30.0003 STD Tests

B. Request for Approval of Appropriation of Newly Received Funds

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9117-000 local Grants to Futures 30.0003 STD Tests

P.19 $ 2,700.00

In late 2013 the Health Department was awarded $2,700 through the Sophia Travis Community Service Grants. This money is to be used for STD testing at Futures Clinic. Local Grants to Futures does not currently have a line for STD testing and needs the funds appropriated in order to utilize the funding

XI. AUDITOR, Steve Saulter A. Request for Approval of Payroll Representative Reclassification Pp. 20-27

(Forwarded with a positive recommendation by PAC) P.28

B. Request for Approval of Amendment to the 2014 Salary Ordinance 1000-002 Auditor/CG

Position No. and Name 10.0004 Payroll Representative

Present Salary COMOTIV-35 $31,174.00

Requested Salary COMOTV-35

$33,673.00 PAC and WIS have reviewed an amended job description for the Payroll Representative in the Auditor's Office; both recommended the position be reclassified from CO MOT IV to CO MOT V. Such a reclassification will require amendment of the 2014 Salary Ordinance. No additional appropriation is sought.

XII. CLERK, Linda Robbins Pp. 29-30 A. Request for Approval of Creation of a New Position- Training Coordinator

(Forwarded with a positive recommendation by PAC}

B. Request for Approval of Amendment to the 2014 Salary Ordinance P. 31 Position No. and Name Present Salary Requested Salary 10.0061 Training Specialist $-0- PAT 111-35 $35,245.00

$19.37 hourly PAC and WIS reviewed the Clerk's request to create a new position, a PAT Ill Training Specialist; in addition two current CO MOT positions in the Clerk's Office will not be filled.

Pp. 32-34 XIII. PLANNING, Larry Wilson

A. Request for Approval of amending the Job Description of Senior Planner from 35 hours per week to 40 hours per week (Forwarded with a positive recommendation by PAC}

B. Request for Approval of Amendment of the 2014 Salary Ordinance P. 35

1000-079 Planning/CG Position No. and Name Present Salary Requested Salary

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10.0008 Senior Planner PATIV-3S $37,330.00 $20.51/hr.

PAT IV-40 $42,663.00- $20.51/hr.

Due to the demands on the Senior Planner for attendance at evening meetings, Planning has requested that the position be moved from a 35 hour work week to a 40 hour work week. The job description for the position has been amended, but the changes will not lead to a reclassification.

XIV. Annual Report of the Energy Conservation Fund, Annalise Huber and Ashley Cranor

XV. APPROVAL OF MINUTES OF MEETING HELD ON JANUARY 28, 2014 AND FEBRUARY 25, 2014.

XVI. COUNCIL COMMENTS

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RESOLUTION 2014-09

A Resolution Approving Ordinance 2014- 12 An Ordinance Approving the Amended

lnterlocal Cooperation Agreement between the City of Bloomington and Monroe County, Indiana, in regards to 2012 Edward Byrne Justice Assistance Grant Program Award.

WHEREAS, be it resolved that the Monro~ County Commissioners passed, An Ordinance Amending lnterlocal Cooperation Agreement between Monroe County, Indiana, and City of Bloomington regarding Justice Assistance Grant Program Award. ("lnterlocal"), which has been attached as exhibit 1; and,

WHEREAS, the Monroe County Council has reviewed and approves of the Amended lnterlocal.

BE IT THEREFORE RESOLVED, that the Monroe County Council approves the Ordinance 2014-12 An Ordinance Amending the lnterlocal Cooperation Agreement between Monroe County, Indiana, and City of Bloomington regarding in regards to 2012 Justice Assistance Grant Program Award.

Adopted this gth day of April, 2014.

MONROE COUNTY COUNCIL

"AYES" 11 NAY5 11

Geoff McKim, President Geoff McKim, President

Rick Dietz, Vice President Rick Dietz, Vice President

Marty Hawk, Member Marty Hawk, Member

Lee Jones, Member Lee Jones, Member

Ryan J. Langley, Member Ryan J. Langley, Member

Cheryl Munson, Member Cheryl Munson, Member

Shelli Yoder, Member Shelli Yode'r, Member

ATIEST: AprilS, 2014.

Steve Saulter, Auditor of Monroe County

Page 6 of 37

ORDINANCE 2014-12

An Ordinance Approving the Amended lnterlocal Cooperation Agreement between the City of Bloomington, and Monroe County, Indiana, in regard to the 2012 Edward Byrne Memorial Justice

Assistance Grant (JAG) lnterlocal Agreement

WHEREAS, the City of Bloomington, Indiana ("City"), and the County of Monroe, Indiana ("County"), entered interlocal agreement ("Agreement") which authorized the purchase of two eDesk Kiosks; and,

WHEREAS, the City learned the eDesk Kiosks were unnecessary and ineffective, and

WHEREAS, the Department of Justice approved the use of the grant funds to purchase digital signage; and,

WHEREAS, the form of the Agreement has been developed and is attached to this Ordinance as Exhibit A; and,

WHEREAS, the County, acting by and through its Board of Commissioners, hereby finds that the Agreement promotes the public interest and should be approved;

NOW, THEREFORE, BE IT ORDAINED by the Board of Commissioners of Monroe County, Indiana, that the Exhibit A Amended Agreement shall be, and hereby is, approved.

Approved this 21'' day of March, 2014, by the Board of Commissioners of Monroe County.

MONROE COUNTY BOARD OF COMMISSIONERS

"AYES" "NAYS"

Patrick Stoffers, President Patrick Stoffers, President

Iris F. Kiesling, Vice President Iris F. Kiesling, Vice President

Julie Thomas, Member Julie Thomas, Member

ATIEST:

Steve Saulter, Auditor

Page 7 of 37

AMENDED INTERLOCAL COOPERATION AGREEMENT

BETWEEN THE CITY OF BLOOMINGTON AND

MONROE COUNTY, INDJANA IN REGARDS TO 2012 EDWARD BYRNE MEMORIAL

JUSTICE ASSISTANCE GRANT (JAG)

WHEREAS, Indiana Code§ 36-1-7-l et seq. permits governmental entities to jointly exercise powers through Jnterlocal Cooperation Agreements; and

WHEREAS, each governmental entity, in performing their governmental functions or in paying for the performance of governmental functions hereunder, shall make that performance or those payments from current revenues legally available to that party; and

WHEREAS, each governmental entity finds that the perfonnance of this Interlocal Cooperation Agreement is in the best interests of both entities, that the nndertaking will benefit the public, and that the division of costs fairly compensates the performing party for the services or functions under this Interlocal Cooperation Agreement; and

WHEREAS, this Interlocal Cooperation Agreement reflects the commitments and understandings agreed to by the governmental entities in order to efficiently and effectively utilize proceeds received from the 2012 Edward Byrne Memorial Justice Assistance Grant (JAG); and

WHEREAS, the original Interlocal Cooperation Agreement was approved by the Monroe County Commissioners on May 18, 2012; the City of Bloomington Common Council onJnne 27, 2012; and approved by the Mayor of Bloomington on July 2, 2012; and

WHEREAS, the City ofBioomingtou was unable to utilize its $16,698.00 allocation for the purchase of a two eDesk Kiosks because it was subsequently determined that said Kiosks were unnecessary and ineffective; and

WHEREAS, the Department of Justice has advised the City of Bloomington that the $16,980.00 can still be allocated to the City, provided the City instead utilizes said money for the purchase of digital signage to allow the Police Department to connect and interact with members of the public and to share roll call and other important law enforcement information with the different shifts and divisions in the different police buildings; and

WHEREAS, the Department of Justice has advised the City of Bloomington that in order to utilize the $I 6,980.00 for the purchase of digital signage an Amended lnterlocal Cooperation Agreement must be entered into between the City of Bloomington and Monroe Connty; and

Page 8 of 37

NOW, THEREFORE, City of Bloomington and Monroe Com1ty, Indiana, hereby agree as follows:

Section 1. Payment

The City of Bloomington (hereinafter, "City") paid Monroe County, Indiana (hereinafter, "County"), a total of$17,325 of funds received from the Recovery Act: Justice Assistance Grant (hereinafter "JAG").

TI1e City collected and deposited $16,698.00 in JAG funds into its own account.

Section 2. Use of Funds

Monroe County shall use its respective funds in accordance with the original JAG Grant allocation and interlocal.

The City of Bloomington shall use its respective funds to purchase digital signage to allow the Police Department to connect and interact with members of the public and to share roll call and other important law enforcement information with the different shifts and divisions in the different police buildings.

Section 3. Liabilitv

Nothing in the perfonnance of this lnterlocal Cooperation Agreement (hereinafter, "Agreemenf') shall inlpose any liability for claims against either governmental entity other then claims for which liability may be imposed by the Indiana Tort Clainls Act.

Section 4. Responsibilitv

Each entity to this Agreement shall be responsible for its own actions in providing services under this Agreement and shall not be liable for any civil liability that may arise from the furnishing of the services by the other party.

Section 5. Commitment

The entities shall commtmicate and cooperate with one another to ensure that the purposes of this Agreement are achieved on behalf of and to the benefit of the publics they serve.

Section 6. Third Parties

The entities to this Agreement do not intend for any third party to obtain a right by virtue of this Agreement.

Section 7. Intent

By entering into this Agreement, the entities do not intend to create any obligations express or inlplied other than those set out herein. Further, this Agreement shall not create any rights in any party not a signatory hereto.

Page 9 of 37

Section 8. Severability

If any provision of this Agreement is declared, by a court of competent jurisdiction, to be invalid, null, void or unenforceable, the remaining provisions shall not be affected and shall have full force and effect.

Section 9. Appropriation of Funds

The entities acknowledge and agree that the performance of this Agreement is subject to the appropriation of sufficient funds by JAG. The parties agree to make a good faith effort to obtain all necessary appropriations and to comply with all provisions of this Agreement to the extent feasible under current or future appropriations.

Approved this-:--:------ day of __________ ., 2014, by the Monroe County, Indiana Commissioners:

MONROE COUNTY, INDIANA

PATRICK STOFFERS, President Monroe County Commissioners

IRIS KIESLING, Vice President Monroe County Commissioners

JULJE THOMAS, Commissioner Monroe County Commissioners

ATTEST:

STEVE SAULTER, Auditor

Approved this __ -cc-__ day of __________ ., 2014, by the City of Bloomington Common Council.

DARRYL NEHER, President Bloomington Common Council

ATTEST:

REGINA MOORE, Clerk

Page 10 of 37

Approved this day of ________ __, 2014, by the City of Bloomington.

CITY OF BLOOMINGTON, INDIANA ATTEST:

MARK KRUZAN, Mayor REGINA MOORE, Clerk

Page 11 of 37

REQUEST FOR TRANSFER OF FUNDS APPROVAL FROM MONROE COUNTY COUNCIL (Rev. 05-04)

Department: Commissioners Date: 3/28/2014

Fund Name I Number: General/1000 transfer to Energy Conserva!ion/4919

1000

000-9199

General

Energy Conservation Non Reverting Fund

*This is a request to appropriate the energy savings accrued throughout Date: 3/28/2014 the year 2013. These are measurable savings that the Commissioners, for example, will use towards energy efficient upgrades for county buildings.

Department Head: Angie Chalfant, Commissioner Administrator

$33,456

Total: $33,456

$33,456

Total: $33,456

Email completed form to the Council Attomey and County Council Administrative Assistant in the Council Office prior to the deadline (see appropriate resolution concerning the Council meeting schedule for deadline dates).

Requests received after the deadline will placed on the following month's agenda. Page 12 of 37

RESOLUTION 2014-10

A RESOLUTION TO TRANSFER MONEY FROM THE

RAINY DAY FUND TO THE COUNTY GENERAL FUND

WHEREAS, Indiana Code 36-1-8-5.1 permits a political subdivision to establish a "Rainy Day Fund" into which the political subdivision may transfer certain unused and unencumbered funds; and

WHEREAS, by Ordinance 2004-14, adopted on March 9, 2004, the Monroe County Council established a Rainy Day Fund for Monroe County; and

WHEREAS, in 2013 the Monroe County Council determined that it preferred to reimburse the General Fund, as needed, from cash reserves held in the Rainy Day Fund, the expenses to equip the Joint Dispatch Center the County will share with the City of Bloomington, and the expenses to hire a consultant to assist the County Plan Commission and Commissioners with development of major revisions to the County's Zoning Code; and

WHEREAS, the above-referenced expenses have amounted, as anticipated, to approximately Two Million Dollars ($2,000,000.00); and

WHEREAS, the County needs an additional Six Hundred Thousand Dollars ($600,000.00) to cover certain assessment revisions that necessitate refunding; and

WHEREAS, the Monroe County Council wishes to assure that sufficient funds will be available to the General Fund to meet ongoing obligations, including but not limited to Payroll; and

WHEREAS, approval of this action will require a supermajority vote of the County Council,

NOW, THEREFORE, BE IT RESOLVED BY THE MONROE COUNTY COUNCIL THAT:

The Monroe County Auditor is hereby authorized to transfer $2,600,000.00 From the Rainy Day Fund to the County General Fund.

Dated this gth day of April, 2014.

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"AYES"

Geoff McKim, President

Rick Dietz, Vice President

Marty Hawk, Member

lee Jones, Member

Ryan J. langley, Member

Cheryl Munson, Member

Shelli Yoder, Member

ATIEST: April 8, 2014.

Adopted this gth day of April, 2014.

MONROE COUNTY COUNCil

"NAY511

Geoff McKim, President

Rick Dietz, Vice President

Marty Hawk, Member

lee Jones, Member

Ryan J. langley, Member

Cheryl Munson, Member

Shelli Yoder, Member

Steve Saulter, Auditor of Monroe County

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REQUEST FOR CREATION OF NEW BUDGET liNE APPROVAl FROM THE MONROE COUNTY COUNCil (Rev. 05-04)

Department: Highway Date: 3/14/14

Fund Name I Number. Cumulative. Bridge/1135

1135-459-30.0002 Mt. Zion Road CID# 168

1135-459-30.0003 Ratliff Road CID#1785

1135-459-30,0005 Brighton Road CID #21_98 & #2199

1135-459-30.0.006 Ketcham Road CID #238

1135-459-30.0007 Maple Grove Road CID #2845

1135-459-30.0008 Thomas Road CID #3242

1135-459-30,0.009 Stansifer Lane CID #3243

1135-459-30.0010 Bottom Road CID#2356

1135-459-30.0011 Simpson Chapel Road CID #2407

1135-459-30.0012 Lee Road CID #154

1135-459-30,0013 Wolf Mountain Road CID#2148

1135-459-30.0014 RatliffRoad CID #1799

1135-459-30.0015 Burma Road CID #2315

·Reason for request (inclutle a connpletetlescription ofwny a mew lifi.Htlget line in 'this funcl'is. n·eetled and now the money in that line will I:Je used) _

- - ¥~ ~~

This will create budget lines to fund the 2014 Cumulative Bridge Projects.

Department Head William E. Williams Date: 3/14114

Page 15 of 37

REQUEST FOR ADDITIONAL APPROPRIATION APPROVAL FROM MONROE COUNTY COUNCIL (Rev. 05-04)

Department: Highway Date: 3/14/14

From Fund Name/Number: Cumulative Bridge/1135

Fund Name /Number: Cumulative Brige/1135

1135-453-30.0021 Mt TC~bor RoM Bridge #.33

1135-454-30.0006 Garrison Chapel Road #..62

1135-455-30.0020 Kinser Pike Bridge #.46

1135-458-30.0012 Mt. Gilead Road CID #.1456

1135-458-30.0020 Dutch Church Road #186

1135-459-30.0002 MI. Zion Road CID # 168

1135-459-30.0003 Ratliff Road CID #.1785

1135-459-30.0005 Brighton Road CID #2198 & #2199

1135-459-30.0006 Ketcham Road CID #238

1135-459-30.0007 Maple Grove Road CID #2845

1135-459-30.0008 Thomas Road CID #3242

1135-459-30.0009 Stansifer Lane CID#3243

1135-459-30,001 0 Bottom Road CID #2356

1135-459-30.0011 Simpson Chapel Road CID #2407

1135-459-30' 0012 Lee Phillips Road CID #154

1135-459-30.0013 Wolf Mountain Road CID#2148

1135-459-30.0014 Ratliff Road CID #1799

1135-459-30.0015 Burma Road CID #2315

$50,000

$120,000

$35,000

$30,000

$20,000

$21,500.

$19,500

$10,000

$10,000

$9,500

$9.,5.00

$9,600

$10,500

$11,000

$9,700

This is to appropriate $1,585,800.00 into the 2014 Cumulative Bridge Program for 19 bridge projects.

Department Head: William E. Williams Date: 3/14/14

Page 16 of 37

REQUEST FOR CREATION OF NEW BUDGET LINE APPROVAL FROM THE MONROE COUNTY COUNCIL (Rev. 05-04)

Department Highway 03/14/14

Fund Name /Number: Local Road & Street/1169

1169-450-30.0014 Old SR 37 South/Dillman Road

Reason for request (include a complete description of why a new budget line in this fund is needed and how the money in that fine will be used)

Installation of a traflic flasher

Department Head William E. Williams Date: 03/14/14

Page 17 of 37

REQUEST FOR CREATION OF NEW BUDGET LINE APPROVAL FROM THE MONROE COUNTY COUNCIL (Rev. 05-04)

Department: Health I Date: April 2014 meeting

Fund Name I Number: Local Grants to Futures I 9117

New Budget Line Number New Budget Line Name

30.0003 STD tests

Reason for request (include a complete description of why a new budget line in this fund is needed and how the money in that line will be used)

The Monroe county health Department was awarded $2,700 for STD tests from the Sophia Travis Community Service Grants the end of 2013.

This fund does not currently have a line for STD testing thus one is needed.

~,._.J .. I\ . . n Department Head lo-fi!'. L.Z'Lu.-d-dL\,;

Date: March 21,2014

Email completed form to the Council Attorney and the County Council Administrative Assistant in the Auditor's Office prior to the additional appropriation deadline (see appropriate resolution concerning the Council meeting schedule for deadline dates). Requests received after the deadline will placed on the following month's agenda.

Page 18 of 37

REQUEST FOR ADDITIONAL APPROPRIATION APPROVAL FROM MONROE COUNTY COUNCIL (Rev. 05-04)

Department: Health I Date: April 2014 meeting

From Fund Name/Number:

Fund Name I Number: Local Grants to Futures I 9117

Budget Line Number Budget Line Name Amount

30.0003 STD tests 2,700.00

Total: 2,700.00

Reason for request (include a complete description of why appropriation is needed and how the money will be used)

The Monroe County Health Department was awarded Sophia Travis Community Service funds in the amount of $2,700 for STD testing. These funds were awarded late 2013 to be used in 2014 at Futures Clinic.

This request is to appropriate these funds so they are available as needed.

cq=:-_::, n .. - n . . . ofl Department Head ~ ~ct-UQ..:'

Date: March 21, 2014

Email completed form to the Council Attorney and County Council Administrative Assistant in the Council Office prior to the appropriation deadline (see appropriate resolution concerning the Council meeting schedule for deadline dates).

Requests received after the deadline will placed on the following month's agenda.

Page 19 of 37

Waggoner • Irwin • Scheele & Associates INc

MEMO

Management Col'LSu!ting Services Since 1979

TO: Monroe County Personnel Administration Committee

FROM: Kent Irwin/ Addie Rooker Waggoner, Irwin, Scheele & Associates, INC.

DATE: March 21, 2014

RE: Classification Review- Payroll Representative (Auditor's Office)

As requested, Waggoner, Irwin, Scheele, and Associates, reviewed the following position for the Auditor's Office.

1. Payroll Representative (Auditor's Office)

This is a classification review. Prior to 2011, this position was titled Payroll Financial Representative and was classified at PAT III. As a result of an organizational restructure in the Auditor's Office in September 2011, the position was re-classified to a CO MOT IV and re-titled Payroll Representative.

The HR Director recently conducted a desk audit on the Payroll Representative position and made revisions to the job description.

Added job duties include: data collection of new hires in payroll system; maintaining employee records in payroll system; creating vouchers and entering information in payroll system; creating direct deposit reports; overseeing state funded pension plan; processing withholdings including taxes, garnishments, and benefits; maintaining employee and employer paid benefits; and paying and filing all mandated taxes.

The following job duties were deleted from the Payroll Representative position: assisting in conducting new employee orientations; assisting in communicating Human Resource policies, rules, regulations and procedures to County employees and ensuring compliance with County personnel policy, and local, state and federal employment regulations; serving as County's lead tax distributor; processing annual abstracts and semi-annual settlements; providing training and instruction for County personnel in claims process; assisting with annual budget hearing process; and assisting in the preparation of proper notification and advertisement of State and County

Page 20 of 37

mandated information regarding expenditures, budgets, and other related financial information. The job requirements include: Associate Degree and/or equivalent combination of training and work experience with a Baccalaureate Degree in related field preferred.

We have assessed this position respective of other positions in the CO MOT job category and factored the position using the Factor Evaluation System (FES) job classification point-factor guide charts for CO MOT positions.

Recommendation: We factored the position at 505 CO MOT factor points. Therefore, it is recommended that the position be reclassified from CO MOT IV to CO MOT V and compensated within the 2014 salary range for COMOT V.

2 Page 21 of 37

POSITION: DEPARTMENT: WORK SCHEDULE: JOB CATEGORY:

POSITION DESCRIPTION COUNTY OF MONROE, INDIANA

Payroll Representative Monroe County Auditor 8:00a.m.- 4:00p.m., M-F CO MOT (Computer, Office Machine Operation, Technician)

DATE WRITTEN: September 1991 STATUS: Full-time DATE REVISED: September 2005, March 2014 FLSA STATUS: Non-exempt

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. The County of Monroe provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless the accommodation would cause an undue hardship.

Incumbent serves as Payroll Financial Representative for the Monroe County Auditor's Office, responsible for administering the County payroll, preparing specialized taxes, coordinating tax reporting, and generating tax settlement documents.

DUTIES:

Oversees daily operations of all payroll activities, including preparing and distributing County payroll checks, data collection of new hires in payroll system, creating vouchers and entering information in payroll system, and maintaining, updating and processing new and inactive employee records in the County's payroll ledger.

Processes, records and pays County employees via written checks and electronic funds transfers (EFT), and creates direct deposit reports. Calculates and verifies proper deductions, forwarding employee FICA, Federal Taxes, State Taxes and other voluntary deductions to appropriate agencies via EFT.

Remits monetary funds to organizations which provide services for County employees, such as medical insurance, life insurances, disability, and other services as appropriate.

Implements garnishments as directed by court orders or other govermnental agencies, such as student loans, child support, and judgments.

Reconciles earning records of County employees, including determining mileage for take home vehicles, entering data in department computer, and preparing W-2 forms for proper distribution.

Configures and updates payroll ledger database, including posting bi-weekly payroll accounting from various funds, and balancing and reconciling funds for all County departments accordingly. Coordinates with County Treasurer for reconciliation of payroll accounts and electronic funds transfers.

Auditor/PayrollRep Page 22 of 37

Performs various accouuts payable duties, including but not limited to, overseeing state funded pension plan, processing withholdings including taxes, garnishments, and benefits, maintaining and updating employee and employer paid benefits, and paying and filing all mandated taxes.

Receives, investigates and prepares financial reports for payroll and payroll taxes to the IRS and State Board of Accounts, including W-2's, Quarterly Reports for Employees, EEOC, New Hire Reports and other reports as required. Balances IRS, State, and various FICA funds as appropriate.

Processes necessary documentation and ensures compliance with applicable laws, standards and government regulations.

Assists in communicating Human Resource policies, rules, regulations and procedures to Couuty employees, providing information and assistance, and ensuring compliance with Couuty personnel policy, and local, state and federal employment regulations. Responds to employee inquiries regarding payroll, deductions, insurance expenses and various other questions/concerns as appropriate.

Serves as County's lead tax distributor, processing allocations, calculating various taxes, and receipting all taxes into the County General Ledger and to various other ledgers.

Processes annual abstracts and semi-annual settlements, including preparation of "advance available" reports for the County Treasurer.

Assists in auditing County pay claims, ensuring proper format, calculations, and compliance with legal requirements. Discusses suitability of purchases with County Auditor as needed, and communicates with Couuty personnel regarding appropriate expenditures.

Monitors fund balances for individual departments and communicates with all departments regarding their appropriations, budgets and fund status. Assists with the distribution of all fund status reports and responds to individual inquiries concerning funds as appropriate.

Represents the Auditor and office in a customer service role by answering telephones/greeting customers in a welcoming and friendly manner, taking messages, and directing callers/visitors to appropriate individual or department.

Assists other department personnel with budgets, fuuds, postings and other duties as requested.

Performs related duties as assigned.

I. JOB REQUIREMENTS AND DIFFICULTY OF WORK:

Associate Degree and/or equivalent combination of training and work experience required. Baccalaureate Degree in related field preferred.


Thorough knowledge of accounting systems and requirements of Monroe County and all regulating/auditing agencies, with ability to maintain complete and accurate accounting records and compile timely and accurate payroll and other financial reports.

Thorough knowledge of customary and prescribed practices of salary administration in the public sector, with basic knowledge and understanding of County budgets, tax distributions, and the general ledger, and ability to apply such knowledge to a variety of interrelated processes, tasks, and operations.

Working knowledge of standard office procedures and ability to apply such knowledge to a variety of interrelated processes, tasks and operations.

Working knowledge of standard English grammar, spelling and punctuation, and ability to prepare various legal documents and detailed written reports as required.

Ability to maintain knowledge of all computer software programs used by Auditor's Office, proficiency in spreadsheet and database design, and ability to organize and interpret large amounts of data.

Ability to perform the statutory duties as prescribed for the County Auditor's Office as authorized by the Auditor.

Ability to properly operate standard office equipment, including computer, typewriter, calculator, telephone, copier, and fax machine.

Ability to effectively communicate orally and in writing with co-workers, other County departments, County employees, State Auditor's Office, Government entities, benefits providers, all taxing units of Monroe County, and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities.

Ability to provide public access to or maintain confidentiality of department information and records according to state requirements.

Ability to comply with all employer and department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.

Ability to understand, memorize, retain and follow oral and written instructions.

Ability to compare or observe similarities and differences between data, people, or things.

Ability to compute/perform arithmetic operations, such as determining salary/wage increases and benefits, calculating taxes, and processing allocations.

Ability to compile, analyze and evaluate data, make determinations, and present findings in oral or written form.


Ability to work alone with minimum supervision and with others in a team environment, often amidst frequent distractions and interruptions, and under pressure from formal schedules, deadlines, and high volume operations.

Ability to apply knowledge of people and locations, plan/layout assigned work projects, and read/interpret detailed prints, layouts, specifications and maps.

Ability to maintain current knowledge of applicable statutes and guidelines, adapt to changes in procedures accordingly, and solve problems under unusual circumstances.

Ability to occasionally work extended, evening and/or weekend hours, and occasionally travel out of town for training/conferences, but not overnight.

II. RESPONSIBILITY:

Incumbent performs a variety of relatively regular and standard duties according to the established practices, precedents and procedures of the department, using personal judgment and taking action in determining and implementing the best approaches and methods to achieve intended results.

Errors in accuracy of work or decisions are not immediately detected by procedural safeguards or supervisory review of work and may lead to substantial loss of time in the department and have a negative impact on other department operations.

III. PERSONAL WORK RELATIONSHIPS:

Incumbent maintains frequent contact with co-workers, other County departments, County employees, State Auditor's Office, Government entities, benefits providers, all taxing units of Monroe County, and the public for purposes of explaining procedures and regulations, verifying payroll information, and resolving problems.

Incumbent reports directly to the Chief Deputy Auditor.

IV. PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent performs duties in a standard office environment, involving sitting for long periods, keyboarding, lifting/carrying objects weighing 25 to 50 pounds, pushing/pulling objects, bending, reaching, close vision, speaking clearly, hearing sounds/communication, and handling/grasping and fingering objects. Incumbent occasionally works extended, evening and/or weekend hours, and occasionally travels out of town for training/conferences, but not overnight.


APPLICANT/EMPLOYEE ACKNOWLEDGMENT

The job description for the position of Payroll Representative for the Momoe County Auditor's Office describes the duties and responsibilities for employment in this position. I acknowledge that I have received this job description, and understand that it is not a contract of employment. I am responsible for reading this job description and complying with all job duties, requirements and responsibilities contained herein, and any subsequent revisions.

Is there anything that would keep you from meeting the job duties and requirements as outlined? Yes No ---

Applicant/Employee signature Date

Print or Type Name


Payroll Financial Representative Monroe County Auditor's Office

Factors: PAT

CO MOT

Status: Full-time

FLSA Status: Non-exempt

Written: September 1991

Revised: September 2005

June 2006 3B 80 9E 80 14K 160 18R 60 s 5

385 PATIII

March2014 3Bc 240 5E 100 8K 100 11R 60 13S 5

505 COMOTV

June 2006: reviewed factor points. Entered points listed under June 2006. Classification listed as PAT III

September 2011: Auditor's office restructure. Position title changed from Payroll Financial Representative and reclassified at CO MOT IV.

March 2014 reclass request. Position description sent from County still showing Payroll Financial Representative and classified at PAT Ill. Recommendation reclass at CO MOT V. See memo dated 3/21114

Incumbent: S. Berg

Disc: Monroe Disc III

File: Payroll Financial Rep


REQUEST FOR APPROVAL FROM MONROE COUNTY COUNCIL TO AMEND _2014_ SALARY ORDINANCE (Rev. 05-04)

Department: Auditor (02) Date: 4-2-14

Fund Name: County General ( 1000 )

Position Number and Name Present Salary Requested Salary

10.0004 Payroll Representative COMOTIV $31,174.00 COMOTV $33,673.00

If salary increase request where will the additional funds come from?

From within Auditor budget inside County General

Reason for Request

Position was reclassified by WIS from a Como! IV to a Como! V; the 2014 Salary Ordinance is being amended to reflect a COMOT V 3-year salary, though the current incumbent will just be reaching the 1-year bump up in October of 2014.

Department Head: Date:

Steve Saulter 4-2-14

Send completed form to the Council Attorney and County Council Administrative Assistant in the Council Office prior to the deadline (see appropriate resolution concerning the Council meeting schedule for deadline dates). Requests received after the deadline will placed on the following month's agenda.

Page 28 of 37


POSITION: DEPARTMENT: WORK SCHEDULE:

Training Specialist County Clerk As Assigned

JOB CATEGORY: PAT (Professional, Administrative, Technological)

DATE WRITTEN: March 2014 DATE REVISED:

STATUS: Full-time FLSA STATUS: Non-exempt

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, sl<.ill, and/or ability required. Monroe County provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless the accommodation would cause an undue hardship.

Incumbent serves as Training Specialist for the Monroe County Clerk's Office, responsible for creating, administering, delivering, and evaluating training programs for County Clerk employees.

DUTIES:

Develops and presents training programs focusing on proper filing procedures of claims, and coordinates office procedure changes required from legislation.

Maintains training documentation and materials, including equipment, and classroom materials, and updates content and methods of presentation as needed based on training results.

Collects data from County Clerk's department individual divisions to determine recurring or newly developing training needs, and conducts training reviews for new and existing employees, correcting issues that arise.

Assists other Department personnel in the performance of their training responsibilities and completion of other duties as necessary.

Monitors training related expenditures, including monitoring costs, scheduling classes, setting up systems and equipment, and coordinating enrollment.


I. JOB REQUIREMENTS:

Baccalaureate degree in criminal justice/law or related field or equivalent combination of education and previous work experience.

Clerk/TmgSpeclst Page 29 of 37

Thorough knowledge of criminal code and case assignment, and ability to prepare and present effective training programs for County personnel.

Working knowledge of standard English grammar, spelling and punctuation, and ability to operate standard office equipment, such as computer, keyboard, calculator, fax machine, copier, scanners, lap top computers, projectors, and telephone.

Ability to effectively communicate orally and in writing with co-workers, other County departments, elected officials, vendors, and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities.



Ability to understand, memorize, retain and carry out oral and written instructions and present findings in oral or written form.

Ability to work alone with minimum supervision and with others in a team environment.

Ability to work on several tasks at the same time and work rapidly for long periods, occasionally under time pressure.

Ability to occasionally travel out of town for training, sometimes overnight.

II. DIFFICULTY OF WORK:

Incumbent's performance may have a major impact on overall department operations and functions, and work is periodically reviewed for attainment of objectives, compliance with legal requirements, or effect on department goals and objectives. Incumbent exercises independent judgment in developing and presenting training programs, involving the application oflegal procedures.

III. RESPONSIBILITY:

Incumbent performs a variety of training functions, utilizing general instructions from supervisor and/or standard practices and techniques to instruct employees in proper performance of duties. Work is generally reviewed by supervisor to ensure attainment of objectives, compliance with legal requirements, and/or effect on department goals and objectives. Incumbent generally performs duties in an independent manner, with little direct guidance from supervisor.

Clerk/TmgSpeclst Page 30 of 37

IV. PERSONAL WORK RELATIONSHIPS:

Incumbent maintains frequent contact with co-workers, other County departments, elected officials, vendors, and the public for a variety of purposes including presenting one-on-one and group training and explaining/interpreting policies and procedures.

Incumbent reports directly to Clerk of Circuit Courts.

IV. PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent performs duties in a standard office environment, involving sitting/walking at will, sitting for long periods, lifting/carrying objects weighing less than 25 pounds, crouching/kneeling, reaching, handling/grasping objects, keyboarding, hearing sounds/communication, and speaking clearly.


The job description for the position of Training Specialist for the Monroe County Clerk's Department describes the duties and responsibilities for employment in this position. I acknowledge that I have received this job description, and understand that it is not a contract of employment. I am responsible for reading this job description and complying with all job duties, requirements and responsibilities contained herein, and any subsequent revisions.

Is there anything that would keep you from meeting the job duties and requirements as outlined? Yes No


Print or Type Name

Clerk/TrngSpeclst Page 31 of 37

REQUEST FOR APPROVAL FROM MONROE COUNTY COUNCIL TO AMEND _2014 __ SALARY ORDINANCE (Rev. 05-04)

Department: Clerk's Office Date: 4-3-14

Fund Name: 1000-001 Clerk/CG


10.0061 Training Specialist -0- PAT 111-35 $35,245.00

$19.37 hourly

If salary increase request where Will the additional funds come from?

Reason for Request

Contingent upon approval by the County Council to create a new position of Training Specialist in the Clerk's Office, a new salary line must be created in the Salary Ordinance.

I "''""'"' """ Send completed form to the Council Attorney and County Council Administrative Assistant in the Council Office prior to the deadline (see appropriate resolution concerning the Council meeting schedule for deadline dates). Requests received after the deadline will placed on the following month's agenda.

Page 32 of 37

POSITION: DEPARTMENT: WORK SCHEDULE: JOB CATEGORY:


Senior Planner Plan Commission As Assigned PAT IV (Professional, Administrative, Technological)

DATE WRITTEN: June 1998 DATE REVISED: March 2014

STATUS: Full-time FLSA STATUS: Non-exempt

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily.

The requirements listed in this document are representative of the knowledge, skill, and/or ability required.

The County of Monroe provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless the accommodation would cause an undue hardship.

Incumbent serves as Senior Planner for the Monroe County Plan Commission, responsible for gathering, analyzing, and disseminating information needed for County Planning, assisting with policy formation and implementation, and providing technical and planning assistance to the public and government entities.

DUTIES:

Reviews subdivision proposals, variances, site plans, and construction plans and makes recommendations for approval or denial as appropriate. Prepares related reports and makes presentations.

Serves as primarv case mana~er li:n·largc-scale proposals including but not limited to subdivisions. 1zlmms;sL~l~'sJ9rm~n.t:, ... x~~QJJ."'~' '~irs·ls·o;:;£Qm!mmi;;mi.9nJfi~i!iti.£c? .. flmLe.i.t,: .. rl.mJ.?,

Serves as direct staff Liaison to the Historic Preservation Board of Review bv providing administrative support. making policy recommendations. developing reports. and other duties as g~_'iigns;d,

Performs long range planning and analysis functions for watersheds planning, rural community plans and zoning, comprehensive plan revisions, and alternative transportation plan, including developing impact analysis, and reviewing effects to County infrastructure and economic policy.

Reviews plans and makes recommendations for alterations or improvements.

Attends various meetings as assigned as representative of department or to make presentations

Page 33 of 37

relating to planning functions, including but not limited to Plan Commission, Board of Zoning Appeals (BZA), Plat Committee, County Commissioners, and Drainage Board.

Performs zoning enforcement duties as required, including issuing citations, preparing and mailing violation letters, and performing related inspections.

Coordinates department use of geographic information systems (GIS) as it relates to planning functions, including maintaining and updating GIS data, preparing maps, and providing related training to department staff.

Assists in supervising and directing department interns, including interviewing candidates, planning and delegating work assignments, and providing training and corrective instruction.

Receives and responds to inquiries from the public.


I. JOB REQUIREMENTS:

Masters degree in planning or a closely related field with two years previous experience.

Possession of or ability to maintain membership in American Institute of Certified Planners (AICP).

Ability to assist in supervising and directing department interns, including interviewing candidates planning and delegating work assignments, and providing training and corrective instruction.

Thorough knowledge of fundamental planning issues and concepts, including basic planning theory, urban design, subdivision, environmental issues, growth management, economic development, housing, and transportation.

Thorough knowledge of federal, state, and local land use codes and policies.

Working knowledge of current and emerging technologies in relation to planning functions, including geographic information systems (GIS), global positioning systems (GPS), desktop software applications, and the Internet.

Working knowledge of standard English grammar, spelling, and punctuation, and ability to use standard office equipment, including computer, keyboard, copier, and fax machine.

Ability to effectively communicate with co-workers, other County departments, developers, attorneys, surveyors, elected officials, Indiana Department of Natural Resources (IDNR), Indiana Department of Environmental Management (IDEM), Plan Commission, and the public in a courteous and tactful manner, including being sensitive to professional ethics, gender, cultural diversities and disabilities.

Page 34 of 37



Ability to competently serve the public with diplomacy and respect, including occasional encounter with irate/hostile persons.

Ability to work alone with minimum supervision and with others in a team environment.

Ability to work on several tasks at the same time and work rapidly for long periods, regularly under time pressure.

Ability to understand, memorize, retain, and carry out written or oral instructions and present findings in oral or written form.

Ability to periodically testifY in court as required.

Ability to regularly work evenings and extended hours, and occasionally travel out of town, sometimes overnight, for the purpose of training.

Possession of a valid Indiana driver's license and safe driving record.

II. DIFFICULTY OF WORK:

Incumbent uses a wide variety of federal, state and local regulations, ordinances and policies and standardized knowledge in performance of various planning operations and projects for the department, requiring independent judgment in adapting various guidelines to meet specific situations.

III. RESPONSIBILITY:

Incumbent prioritizes and accomplishes assignments according to own schedule, discussing department policies and guidelines with supervisor as needed. Most review of work concerns the obtainment of overall accomplishment of objectives of the department.

IV. PERSONAL WORK RELATIONSHIPS:

Incumbent maintains communication with co-workers, other County departments, developers, attorneys, surveyors, elected officials, Indiana Department of Natural Resources (IDNR), Indiana Department of Environmental Management (IDEM), Plan Commission, and the public for the purpose of explanation, interpretation, technical assistance and coordination of various planning and E-911 addressing activities.

Page 35 of 37

Incumbent reports directly to Planning Director.

V. PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent performs duties in an office environment, involving sitting/walking at will, lifting/carrying objects weighing up to 25 pounds, driving, close/far vision, depth perception, hearing sounds/communication, and keyboarding. Incumbent occasionally performs work in the field during site visits, including walking on uneven terrain.

Incumbent regularly works evenings and extended hours, and occasionally travels out of town, sometimes overnight, for the purpose of training.


The job description for the position of Senior Planner for the Monroe County Plan Commission Department describes the duties and responsibilities for employment in this position. I acknowledge that I have received this job description, and understand that it is not a contract of employment. I am responsible for reading this job description and complying with all job duties, requirements and responsibilities contained herein, and any subsequent revisions.

Is there anything that would keep you from meeting the job duties and requirements as outlined?

Yes No


Type or Print name

Page 36 of 37

REQUEST FOR APPROVAL FROM MONROE COUNTY COUNCIL TO AMEND 2014 SALARY ORDINANCE

(Rev. 05-04)

Department: Planning Department Date: 4-3-14

Fund Name: 1000-079 Planning Department!CG


10.0008 Senior Planner COMOT IV-35 COMOT IV-40 $39,189.00/$20.51 hourly $42,663.00/$20.51 hourly

If salary increase request where will the additional funds come from?

Reason for Request

This Salary Ordinance amendment is contingent upon the decision by Council to set this position at a 40-hour week, rather than the current 35-hour week.

Department Head: Date:

Send completed form to the Council Attorney and County Council Administrative Assistant in the Council Office prior to the deadline (see appropriate resolution concerning the Council meeting schedule for deadline dates). Requests received after the deadline will placed on the following month's agenda.

Page 37 of 37

Documents

Advertised Public Hearing Notice of a Public Hearing on ......Apr 08, 2014 · Tax Rate to Provide Juvenile Services was duly advertised to be heard on April 8, 2014, during the County