Ways and Means Committee St. Clair County Board of

AGENDA

St. Clair County Board of CommissionersWays and Means Committee

Board of Commissioners' RoomCounty Administrative Office Building, 2nd Floor

200 Grand River AvenuePort Huron, MI 48060

May 4, 2017 at 6:00 PM

1. Roll Call/Opening

2. Additions/Deletions/Changes to the Agenda

3. Citizens to be Heard

4. Updates

5. Conceptual Initiatives

6. Old Business

7. New Business

A. Health Department - Manning Table ChangeB. Retirement System Investment Consultant Agreement for Graystone Consulting-FINAL ACTIONC. Circuit Court Program Manager RequestD. Building Closure Request - FINAL ACTIONE. Board of Commissioners' Summer Travel Meeting Schedule

8. Other Ways and Means Matters

9. Information Only

10. Receive and File Packets

11. Adjournment

Committee Chair: David RushingNote: The County complies with the "Americans with Disabilities Act" and if auxiliary aids or services are

required at the meeting for individuals with disabilities, please contact Administrator/Controller's Office, Suite203, 200 Grand River Avenue, Port Huron, MI 48060, (810) 989-6900 three days prior to said meeting.

Health Department - Manning Table Change

Summary:part time Clerk II and a part time Nurse Practitioner

ATTACHMENTS:Description Upload Date Type

Memo 4/25/2017 Cover Memo

HD Manning Table 4-27-17.doc 4/28/2017 Cover Memo

MEMORANDUM

DATE: April 25, 2017 TO: St. Clair County Board of Commissioners FROM: Greg Brown, Health Department Administrator RE: Proposed Manning Table Change

We have been operating our Family Planning clinic now for two quarters. It is clear that there is a need to expand our staff to increase service availability to our clients. We are able to add staff by adjusting our 2017 budget, which includes a $20,000 increase in our state allocation. We are requesting approval to add a part time Clerk II and a part time Nurse Practitioner. We are able to accommodate these positions within our approved 2017 budget, and we don’t anticipate any reduced funding for FY 2018.

A Government of Service

Office of the Administrator/Controller

KARRY HEPTING

Administrator/Controller

MEMO

To: Board of Commissioners From: Danielle Hazlewood, Finance Director Date: April 27, 2017 Re: Health Department Manning Table Change

The Health Department is requesting approval to add a part-time Clerk Typist II and a part-time Nurse Practitioner to their Family Planning clinic. The additional cost to the 2017 budget will be as follows: Clerk Typist II – $5,438 Nurse Practitioner – $23,516 This change will be funded primarily by an additional $20,000 in revenue that the Family Planning program will be receiving from the State of Michigan. The remaining cost will be absorbed by the program’s current budget.

Retirement System Investment Consultant Agreement for Graystone Consulting-FINAL ACTION

Summary:


Retirement System Investment ConsultantAgreement for Graystone Consulting

4/27/2017 Cover Memo

SCCERS Graystone Agreement 04-18-17 4/27/2017 Cover Memo

2017 Retirement Cons Bid Opening Tab 4/27/2017 Cover Memo

RETIREMENT BOARD OF TRUSTEES

MEMO

To: St. Clair County Board of Commissioners

From: Deborah Martin, Board of Trustees Chairperson

Date: Wednesday, April 26, 2017

Re: Retirement System Investment Consultant Agreement for Graystone Consulting

The St. Clair County Employee’ Retirement System is engaged in several agreements with service

providers to the System. These contractual agreements and relationships are scheduled for review

by the Board of Trustees on a recurring basis.

The St. Clair County Employees’ Retirement System Board of Trustees elected to research service

providers of investment consulting services through a request for proposal (RFP) in February

2017. The purpose of the RFP was to compare services and costs currently rendered by the

incumbent to other vendors.

The St. Clair County Employees’ Retirement System Board of Trustees conducted interviews

with three of the nine candidates who submitted proposals, the Meketa Investment Group,

Graystone Consulting and incumbent AndCo Consulting. At the March 15, 2017 meeting of the

Board of Trustees a motion to hire Graystone Consulting was approved to provide future

investment consulting services to the Retirement Board upon successful agreement negotiations.

The agreements were negotiated, reviewed by legal counsel and signed by the Board of Trustees.

Therefore, it is the request of the St. Clair County Employees’ Retirement System Board of

Trustees that the enclosed agreement be reviewed and accepted by the St. Clair County Board of

Commissioners.

Respectfully,

Deborah L. Martin

Chairperson, Board of Trustees

St. Clair County Employees Retirement System

enclosures

Administrative Office Building · 200 Grand River Avenue, Suite 203 · Port Huron, MI 48060

Phone: 810-989-6900 · Fax: 810-985-3463 · Web Address: www.stclaircounty.org

RETIREMENT BOARD OF TRUSTEES

MEMO


From: Deborah Martin, Board of Trustees Chairperson

Date: Wednesday, April 26, 2017

Re: Retirement System Investment Consultant Agreement for Graystone Consulting

The St. Clair County Employee’ Retirement System is engaged in several agreements with service

providers to the System. These contractual agreements and relationships are scheduled for review

by the Board of Trustees on a recurring basis.

The St. Clair County Employees’ Retirement System Board of Trustees elected to research service

providers of investment consulting services through a request for proposal (RFP) in February

2017. The purpose of the RFP was to compare services and costs currently rendered by the

incumbent to other vendors.

The St. Clair County Employees’ Retirement System Board of Trustees conducted interviews

with three of the nine candidates who submitted proposals, the Meketa Investment Group,

Graystone Consulting and incumbent AndCo Consulting. At the March 15, 2017 meeting of the

Board of Trustees a motion to hire Graystone Consulting was approved to provide future

investment consulting services to the Retirement Board upon successful agreement negotiations.

The agreements were negotiated, reviewed by legal counsel and signed by the Board of Trustees.

Therefore, it is the request of the St. Clair County Employees’ Retirement System Board of

Trustees that the enclosed agreement be reviewed and accepted by the St. Clair County Board of

Commissioners.

Respectfully,

Deborah L. Martin

Chairperson, Board of Trustees

St. Clair County Employees Retirement System

enclosures



VENDOR DATE,TIME o COMMENTS

Custody fee of .01%

no electronic copy received

no electronic copy received

Fees not provided

Over $200 mil - .36%

5 bps (.05%) per year

.12% on first $150,000,000

.06% on next $150,000,000

$85,000/yr

Next $100 mil - .40%

$80,000/yr

$80,000/yr

First $50 mil - .48%

Next $50 mil - .44%

AdCo Consulting 2/3/17 9:40 AM

Integrated Investment Consultants 2/3/17 9:40 AM

Advance Capital Management 2/2/17 3:45 PM

SEI Investments 2/3/17 9:40 AM

Morgan Stanley Graystone Consultants 2/3/17 9:40 AM

Cafaro Greenleaf 2/3/17 9:40 AM

2/2/17 10:17 AM

Dahab Associates, Inc. 2/2/17 9:45 AM

RPF-HR-0117-318 Retirement Board Investment Consultant

BID OPENING Friday, February 3, 2017 4:30 pm

TOTAL BID AMT

Meketa Investment Group MA 2/3/17 9:40 AM

PFM Assett Management, LLC

$115,000/yr

Flat fee of 15 basis points

Circuit Court Program Manager Request

Summary:


Circuit Court Program Manager Request-Memo 4/27/2017 Cover Memo

Circuit Court Program Manager Request 4/27/2017 Cover Memo

Cir Court Proj Mgr (2).doc 4/28/2017 Cover Memo

Human Resources Department

Diane Barbour

Director-Human Resources

MEMO

To: Board of Commissioners and Karry Hepting, Administrator/Controller

From: Diane Barbour, Director of Human Resources

Date: April 27, 2017

Re: Recommendation for Courts Program Manager

I have carefully reviewed the Courts request to add a Courts Program Manager to the manning

table. A job description was provided to me, to which I compared internal and external

information to determine a fair salary range for this position.

Based on data from four comparable counties, the average external maximum salary is $71,542. I

recommend a 2017 CANUE wage rage of II-J or $54,389-$71,570 for this position.

External Comparables

Berrien 82,605

Calhoun 66,481

Livingston 76,093

Muskegon 60,990

Average 71,542

Please feel welcome to contact me if you have any questions.




From: Michael McMillan, Probate/Family Court Administrator Date: April 27, 2017 RE: Circuit Court Reorganization

The 31st Circuit Court is submitting the following proposal for the Board’s consideration. We would respectfully request that this matter be placed on the agenda for the May 4, 2017 meeting for direct action.

Over the past few years, the St. Clair County courts have seized on many unique opportunities to identify efficiencies, while providing an ever increasing level of customer service to our clientele. The Court Administrator of the Circuit Court, Jerry Celmer, retired in April after 25 years of dedicated service. Many of the courts throughout the State have combined the administration of their circuit, family and probate courts in an effort to streamline case processing, coordinate budgets, reduce redundant business practices, and collaborate on technological improvements. With the retirement of Mr. Celmer, we feel that this is the perfect opportunity to reorganize the court to better utilize our resources and continue to expand our scope of service.

We are proposing that the administrative functions of the Circuit Court Administrator be combined with those of the Family/Probate Court Administrator. The existing Deputy Director of Juvenile Services position would be expanded, and we are proposing that the existing Circuit Court Administrator position be transitioned into a position known as the Court Programs Manager.

The proposed reorganization will streamline processes and sets the stage for centralized service areas such as court collections and indigent defense, at no additional cost to the General Fund. We have met with Human Resources and County Administration to develop what we feel to be an appropriate wage scale for this position.

We would like to thank the Board and the County Administration for their continued support of the St. Clair County Courts and encourage you to contact us if you would like additional information.

ST. CLAIR COUNTY APPROVED JOB DESCRIPTION

1 of 5

The statements contained in this job description are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not to be construed as an exhaustive list of all job requirements or duties performed. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

TITLE COURT PROGRAMS MANAGER

DEPARTMENT CIRCUIT COURT UPDATED 4/17/2017

DIVISION N/A FLSA STATUS EXEMPT

BARGAINING UNIT CANUE WAGE RANGE TBD

POSITION SUMMARY:

The Court Programs Administrator is a member of the St. Clair County court management team and serves under the direct supervision of the Chief Judge. He/she is responsible for project management and to support development and implementation of programs and services for the court/community that benefit individuals and families involved in the court system. The incumbent is responsible for all aspects of priority project areas by participating in activities that support cross-departmental goals and objectives. Sets priorities for new projects, and determines court resource requirements; determines short- and long-term goals and strategies to achieve them; coordinates with other organizations to accomplish goals; monitors progress and evaluates outcomes. The incumbent must be focused on providing innovative customer service that will utilize modern technology to remove barriers for court customers. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without accommodation. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

• Participate actively as a member of the court management team, working collaboratively with other members of the leadership team to identify overall goals, support priority projects to achieve goals, and monitor progress.

• Provides leadership to support the success of a variety of collaborative teams that incorporate court staff and representatives of community agencies and organizations. Maintains up-to-date information on programs offered in other communities, maintains contacts with other communities in Michigan and across the country, and visits other courts or communities while researching literature and programs offered.

• Operational oversight of coordinated court functions such as collections, indigent defense, etc., and supervision of related staff.

• Assigns or delegates responsibility for assignment of work, directs assigned personnel, evaluates performance of assigned employees and assures necessary training and professional development. Takes disciplinary action according to established procedures.

Job Description 2 of 5

• Lead the development, implementation and on-going management of the court case management system, document management system, imaging and other technology necessary to provide quality court services.

• Effectively communicate ideas and concepts orally and in writing, and making presentations in public forums.

• Exercises leadership among other justice-related agencies to develop strategies that join the interests of the branches of government, while, maintaining its independence.

• Formulates objectives and priorities, and implement plans consistent with long-term interests of the courts.

• Responsible for program quality assurance and reliability, to ensure that all court requirements and standards are met.

• Ensures the compliance of court operations with applicable laws, court rules and administrative regulations.

• Effectively communicates with the public regarding automated court processes, services and options for access.

• Maintain a thorough knowledge of the professional public management techniques involved in budgeting, personnel administration and resource management, and the ability to identify and implement new best practices.

• Develops, manages and/or assists in various special projects.

SUPERVISION RECEIVED

Work is performed under the direct supervision of the Chief Judge.

SUPERVISION EXERCISED

Responsible for supervision of assigned support staff. Coordinates with Court Management Team.

EMPLOYMENT QUALIFICATIONS: The requirements listed below are representative of the knowledge, skill and/or ability required to perform the essential functions of the position. Applicants may be required to take written and/or other examinations. An employee in this classification, upon appointment, must have the following training and experience:

• Possession of a Bachelor’s degree in Public Administration, Business Administration, Criminal Justice, or related. Advanced degree preferred.

• Three to five (3-5) years of experience in a judicial or related agency setting. • Knowledge of:

• Software applications utilized by the courts. • Basic PC and network computing. • Court operations, including case processing, financial and scheduling. • Court data reporting requirements and formats. • Developing, coordinating and managing (IT) projects and resources. • Advanced knowledge of Microsoft Excel and Access.


ESSENTIAL ABILITIES FOR ALL ST. CLAIR COUNTY JOB CLASSIFICATIONS:

1. Ability to demonstrate predictable, reliable, and timely attendance. 2. Ability to follow written and verbal directions and to complete assigned tasks on schedule. 3. Ability to read, write & communicate in English and understand basic math. 4. Ability to learn from directions, observations, and mistakes; and apply procedures using good

judgement. 5. Ability to work independently or part of a team; ability to interact appropriately with others. 6. Ability to work with supervision, receiving instructions/feedback, coaching/counseling and/or

action/discipline.

CONDITIONS OF EMPLOYMENT:

1. Prior to starting employment, the candidate must complete a satisfactory background check. The background check is understood to encompass all forms of pre-employment screening, including but not limited to: drug screen, physical, criminal background, driving record, sex offender registry, education, training and licensing verification, employment history, credit check, and professional and personal references.

2. Possess a valid State of Michigan Operator’s License, an operable insured automobile for authorized travel, and maintain eligibility to drive as per the County’s vehicle policy throughout employment in this position. PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without accommodations. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee in this position is frequently required to sit, stand, walk, talk and hear for significant periods of time; bend, stoop, kneel, crouch, crawl, climb ladders and reach with hands and arms in order to file, search for and retrieve records and files; ability to lift, move and carry boxes, equipment and supplies weighing up to 25 pounds; use hands to enter and access information in the computer.

WORKING CONDITIONS: The environmental characteristics described here are representative of those an employee may encounter while performing the essential functions of this job with or without accommodations. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Works in normal indoor office conditions; noise level in the work environment is quiet to moderate; year round driving may be required; use of telephone - frequently; copier - occasionally; computer - frequently.


TYPICAL EXAMPLES OF WORK: This list may not be inclusive of the total scope of job functions to be performed. Duties and responsibilities may be added, deleted or modified at any time.

• Interact with attorneys, law enforcement officials, social service agencies, victims, defendants, plaintiffs, etc.

• Creates and prepares documents needed for contracting with service providers and vendors. Prepares resolutions for the Board of Commissioners. Prepares scope of work needed for Request for Proposals, reviews contracts before finalization and follows-up with finalization of contracts.

• Identifies and pursues funding opportunities for identified priority projects. Pursues funding from state and federal sources, and may also explore opportunities through private or corporate foundations.

• Assists with managing grant awards, in coordination with Chief Judges and court administrators, including maintaining communication linkages with all components of the various programs, preparing analytical reports and studies as required, providing overall program evaluation, ensuring compliance with applicable policies and laws and organizing and/or conducting meetings.

• Manages project resources and expectations according to contractual obligations; Leads and navigates project team thru the solutions delivery process; Manages project resources, payment schedules and expenses according to contract budget; Maintains clear communications with sponsors, stakeholders and project team members.

• Responsible for monetary expenditures, preparing and monitoring budgets, reimbursements, tracking trends, fees, county requirements, and fiscal audit.

• Prepares various operating or special reports detailing department operations, statistics, and other department information that require operational research, explanation, and opinions.

• Oversees improvements and upgrades to the court website; keeping the website up-to-date and accurate.

• Assists with the development of training programs and materials for court staff and public.

• Provides oversight, day-to-day operational support, and enhancements to the court’s case management system.

• Assists in overseeing department programs by reviewing forms and documents for compliance with operational policies and procedures.

• Research state and national trends regarding best practices and cutting-edge trends, and provide insightful recommendations and plans.

• Serve as project manager for different ventures that various court departments may undertake.

• Prepare and submit performance measures reporting to the State, including caseload reporting, jury utilization, collections, etc.

• Performs other duties as assigned.

DEPARTMENT HEAD SIGNATURE

Please use the Additional Information area if you have more information to submit.


Additional Information:

A Government of Service

Office of the Administrator/Controller

KARRY HEPTING

Administrator/Controller

MEMO

To: Board of Commissioners and Karry Hepting, Administrator/Controller From: Danielle Hazlewood, Finance Director Date: April 28, 2017 Re: Circuit Court Manning Table Change

In lieu of filling the vacant Circuit Court Administrator position, the courts have proposed adding a Courts Program Manager to their manning table. With salary and benefits, this position will cost $80,542, which will result in a $52,485 savings to the general fund. The savings will be reserved for a future re-org of court duties and reclassifications of current positons.

Building Closure Request - FINAL ACTION

Summary:


Active Shooter Training Request.docx 4/28/2017 Cover Memo

OFFICE OF THE ADMINISTRATOR/CONTROLLER

KRISTINE M MORRIS

Administrative Analyst I

MEMO

To: Board of Commissioners

From: Kristine Morris

Date: 05/04/17

Re: Building Closure Request

A facility site assessment has been conducted identifying possible safety and security concerns.

One of the items suggested was Active Shooter training for employees. The training will be

conducted by the Sheriff’s Department and partner agencies.

The training requires that the building be closed for normal operations and public access for half

of a day. This will allow all employees to attend the training. May 12, 2017 has been scheduled

for the Administration Building. June 2, 2017 has been scheduled and approved by the Courts,

including Marine City District Court. The training will begin at 1:00 and end at 4:30 p.m. Future

trainings will be coordinated for the Health Department and Library.

We respectfully request that the Board approve, for final action, the closure of the Administration

building on May 12, 2017 from 12:00 p.m. until 5:00 p.m. and the Court buildings (Port Huron

and Marine City) on June 2, 2017 from 12:00 p.m. until 5:00 p.m. Upon approval, notice will be

sent to the media and public.



Board of Commissioners' Summer Travel Meeting Schedule

Summary:


BOC Summer Travel Meeting Schedule.docx 4/28/2017 Cover Memo

OFFICE OF THE ADMINISTRATOR/CONTROLLER

KRISTINE M MORRIS

Administrative Analyst I

MEMO

To: Board of Commissioners

From: Kristine Morris

Date: 05-04-17

Re: BOC Travel Meeting Schedule

As is tradition, the Board of Commissioners holds Regular Board meetings during the summer

months at various locations throughout the County. This allows the local municipalities to

showcase accomplishments and encourages greater citizen involvement.

I recommend the following travel meeting schedule be adopted, with September still to be

determined.

June 15, 2017 City of Marysville

July 20, 2017 St. Clair Boat Harbor

August 17, 2017 City of Algonac



Documents

Ways and Means Committee St. Clair County Board of