PERSONNEL COMMITTEE. 5/21/ E Grand River, Conference Room 4A, Howell, Michigan :00 AM AGENDA

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1 PERSONNEL COMMITTEE 5/21/ E Grand River, Conference Room 4A, Howell, Michigan :00 AM AGENDA 1. CALL MEETING TO ORDER 2. APPROVAL OF AGENDA 3. CALL TO THE PUBLIC 4. APPROVAL OF MINUTES Meeting Minutes Dated: April 16, 2014 Closed Meeting Minutes Dated: April 16, REPORTS Quarterly Status of Temporary Employees 6. RESOLUTIONS FOR CONSIDERATION 07 Human Resources RESOLUTION TO APPROVE THE CREATION OF A PRE-TRIAL SERVICES SPECIALIST BY COMBINING DUTIES OF THE COMMUNITY CORRECTIONS MANAGER (GR. M) WITH THE PRE-TRIAL INVESTIGATOR (GR. I), RESULTING IN THIS NEW POSITION, GRADE LEVEL J District Court / Community Corrections) 08 Treasurer RESOLUTION AUTHORIZING VACATION TIME PAYOFF TO INCLUDE HOURS EARNED IN EXCESS OF ALLOWED HOURS. 09 Human Resources RESOLUTION TO MODIFY THE VACANCY REVIEW POLICY 10 Human Resources RESOLUTION AUTHORIZING A CONTRACT WITH MUNICIPAL CONSULTING SERVICES, LLC FOR A CLASSIFICATION AND COMPENSATION STUDY 11. ADJOURNMENT

2 MEETING MINUTES LIVINGSTON COUNTY APRIL 16, :00 AM ADMINISTRATION BUILDING CONFERENCE ROOM 4A 304 E. Grand River Avenue, Howell, MI PERSONNEL SUBCOMMITTEE MEETING COMM. VANHOUTEN COMM. GRIFFITH COMM. LAWRENCE OTHERS: DEBRA KUBITSKEY, RICH MCNULTY, JOHN EVANS, BELINDA PETERS JENNIFER SLATER, JENNIFER PALMBOS, TERRY LEE 1. CALL TO ORDER: Meeting called to order by: Comm. Van Houten at 8:00 am. 2. APPROVAL OF AGENDA: MOTION TO APPROVE THE AGENDA MOVED BY: LAWRENCE / SECONDED BY: GRIFFITH ALL IN FAVOR - MOTION PASSED 3. CALL TO THE PUBLIC: None. 4. APPROVAL OF MEETING MINUTES of March 19, 2014: MOTION TO APPROVE THE FOLLOWING MEETING MINUTES MARCH 19, 2014 MOVED BY: GRIFFITH / SECONDED BY: VAN HOUTEN ALL IN FAVOR MOTION PASSED 5. REPORTS: Tentative pay increase for July 1, 2014 of 1.95% based on increase in taxable value still needs final approval by the state; an increase for Equalization employees will need Board approval. Compensation Study RFP will be released today. Bids will be due May 8th and potential vendors will be reviewed by the Strategic Planning Committee; they will then return to Personnel Committee on May 21st and to the Full Board on June 2nd. Major goals include streamlining job descriptions, advice on the current Special Pay Policy along with our twotier step system.

3 Personnel Subcommittee Minutes April 16, 2014 Page 2 6. DISTRICT COURT: Resolution to Approve the Job Reclassification of the District Court Chief Account Clerk from Grade V to Grade VI MOTION TO APPROVE THE ABOVE RESOLUTION MOVED BY: GRIFFITH / SECONDED BY: LAWRENCE COMM. VAN HOUTEN ABSTAINED FROM VOTING ALL IN FAVOR - MOTION PASSED 7. CIRCUIT COURT CENTRAL SERVICES: Resolution to Approve the Creation of a Courts Program Coordinator at Grade Level J MOTION TO APPROVE THE ABOVE RESOLUTION MOVED BY: GRIFFITH / SECONDED BY: LAWRENCE ALL IN FAVOR - MOTION PASSED 8. CLOSED SESSION UNION NEGOTIATIONS ROLL CALL TO GO INTO CLOSED SESSION AT: 8:16 AM C. GRIFFITH YES K. LAWRENCE YES R. VANHOUTEN - YES MOTION PASSED RETURN TO OPEN SESSION AT: 8:47 AM MOTION TO MOVE FORWARD WITH CIVIL COUNSEL S RECOMMENDATIONS: C. GRIFFITH YES K. LAWRENCE YES R.VANHOUTEN - YES 9. ADJOURNMENT MOTIONED BY LAWRENCE / SECONDED BY GRIFFITH TO ADJOURN AT 8:49 AM ALL IN FAVOR MOTION PASSED Respectfully Submitted, TERRY LEE HR COORDINATOR

4 Temporary Employees Status Report As of May 15, 2014 Start Dept. Title Comments Date Anim.Ctr Veterinarian Fill in during absences 12/12/12 Anim.Ctr ACA Avg. 5 hrs. per week 05/01/13 Anim.Ctr Kennel Asst. 11/11/13 Anim.Ctr Kennel Asst. 12/04/13 Anim.Ctr ACA 02/12/14 Anim.Ctr ACA 05/01/14 Bldg.Insp Build.Inspector Avg. <10 hrs per week 03/20/13 Court Program Ct.Cent.Svc Admin. 15 hrs 04/27/14 Ct.Cent.Svc Intern (3 mo.duration) 05/04/14 Health PH Nurse II EmPrep/MRSA 09/02/13 Health Program Clerk III Partial Grant Funded 08/12/13 Health Intern Immun.done 12/31/14 05/12/14 Fac.Svcs. Asst.Maint.Mech. 11/01/13 Admin Sr. Payroll Clerk Cover Payroll for ERP 08/05/13 IT Clerk Inventory PCS 07/29/13 IT Hardware Tech Install Windows 7 02/19/14 IT Hardware Tech Install Windows 7 02/20/14 IT Hardware Tech Install Windows 7 02/21/14 LETS Driver Temp 25 hrs. 10/11/13 LETS Driver Temp 25 hrs. 04/07/14 LETS Driver Temp 25 hrs. 04/07/14 T.Lee

5 RESOLUTION NO. LIVINGSTON COUNTY DATE: =================================================================== RESOLUTION TO APPROVE THE CREATION OF A PRE-TRIAL SERVICES SPECIALIST BY COMBINING DUTIES OF THE COMMUNITY CORRECTIONS MANAGER (GR. M) WITH THE PRE- TRIAL INVESTIGATOR (GR. I), RESULTING IN THIS NEW POSITION, GRADE LEVEL J (District Court / Community Corrections) Personnel Subcommittee 05/21/14 WHEREAS, WHEREAS, WHEREAS, WHEREAS, WHEREAS, the part-time positions of Community Corrections Manager along with the Pre-Trial Investigator are currently vacant; and management had an opportunity to review some of the areas of concern in our Community Corrections Department, which included staffing and programming concerns. Within this opportunity, the subcommittee of the CCAB decided that combining two part-time positions into one full-time position would provide more continuity in the program, as well as offer some growth opportunities in the programs that are offered through Community Corrections; and the new full time position will participate in some of the previous job responsibilities, such as pre-trial services. They will also be responsible for growing some new programs focused on improving mental health assessment opportunities for incarcerated individuals, as well as reducing and monitoring individuals that are incarcerated as a result of not being able to post bond; and this position has been evaluated by Rahmberg Stover and Associates who is recommending this position be classified at Grade J. This resolution has been recommended for approval by the Personnel Committee; and funding for this position is provided by a grant. THEREFORE BE IT RESOLVED that the Personnel Committee hereby approves the newly created full-time position of Pre-Trial Services Specialist at a Gr. J, effective with the approval of this resolution. If funding from the grant is eliminated; this position will also be eliminated. MOVED: SECONDED: CARRIED: Note: Filling of this position will still need Finance/Full Board approval.

6 To: From: Jennifer Palmbos Karine Stover Date: May 6, 2014 Re: Pre-Trial Services Specialist At your request, I have reviewed the position of Pre-Trial Services Specialist, including the JAQ that was submitted and the job descriptions for other positions in the Community Corrections unit. Based on the information provided and my understanding of the position, my evaluation yielded total points of With a point value of 2135, the position would be assigned to Grade J. Detailed job evaluation points are attached. If you have any questions or would like to discuss this position further, please contact me. 789 Vinewood Avenue Birmingham, MI p p f rahmbergstover.com

7 Position: Community Corrections: Pre-Trial Services Specialist Evaluated: 5/5/14 Educ/Exp Judgment Commun. Supv/Mgmt Complexity Resp for Others Impact Environment Total Grade Level Points Level Points Level Points Level Points Level Points Level Points Level Points Level Points Points 5c 430 2c 230 3ab 285 1a 0 3a 400 3b 240 3a 400 2a J

8 RESOLUTION LIVINGSTON COUNTY NO: DATE: RESOLUTION AUTHORIZING VACATION TIME PAYOFF TO INCLUDE HOURS EARNED IN EXCESS OF ALLOWED HOURS. TREASURER WHEREAS, the County s vacation policy states, Any vacation days accumulated in excess of 264 hours will be forfeited unless approved by the employee s department head and the Director of Human Resources ; and WHEREAS, WHEREAS, WHEREAS, the Treasurer and the Director of Human Resources approved the accrual of vacation hours in excess of the 264 hours for the Chief Deputy Treasurer in December 2013 and extending into the 2014 year; and the excess of hours earned was the result of projects and work load which prevented the use of vacation time; and the Chief Deputy Treasurer plans to retire effective June 30, 2014; and as of that date, will have earned hours in excess of the allowed hours. THEREFORE BE IT RESOLVED that the Livingston County Board of Commissioners hereby authorizes a one-time, non-precedent setting payment of unused vacation hours resulting from retirement to include those hours earned in excess of the allowed hours. # # # MOVED: SECONDED: CARRIED:

9 LIVINGSTON COUNTY, MICHIGAN DEPARTMENT OF LIVINGSTON COUNTY TREASURER Memorandum 200 E. GRAND RIVER HOWELL MI Phone Fax Web Site: livingstonlive.org To: Livingston County Board of Commissioners From: Jennifer M. Nash, Livingston County Treasurer Date: May 15, 2014 Re: Resolution Authorizing Vacation Time Payoff To Include Hours Earned In Excess of Allowed Hours In December of 2013, I realized the Chief Deputy Treasurer had exceeded the allowed hours of unused vacation time under the county s vacation policy, and as a result was actually losing hard earned vacation time. The same policy allows for exception to the rule with authorization from the Department Head and Director of Human Resources. The authorization as allowed was granted based upon the many tasks/projects preventing the use of vacation time. With the announcement and planning for the Chief Deputy Treasurer s June 30 th retirement came the discovery that while the authorization to earn and use the additional hours was granted, there was nothing that allowed the inclusion of the unused excess hours in the vacation payoff that results from retirement. I am asking for a one time authorization to include the unused hours in the payoff of vacation time. As of June 30, 2014, the Chief Deputy Treasurer will have earned hours in excess of the allowed hours. Taking into account the 33 years of dedicated service and over 1300 hours of unpaid overtime within the last 6 months alone, (as a salaried employee), I believe the value received from the Chief Deputy Treasurer far exceeds the dollars associated with hours of pay. For this reason, I ask for your support of the attached resolution. If you have any questions regarding this matter please contact me.

10 RESOLUTION NO: LIVINGSTON COUNTY DATE: RESOLUTION TO MODIFY THE VACANCY REVIEW POLICY (Personnel Finance Full Board) WHEREAS, Resolutions Nos , , and established and amended the Vacancy Review policy to address filling position vacancies during the current hiring freeze and to ensure departments identify the need for the position before the position is approved for filling by the Board of Commissioners; and WHEREAS, the policy currently requires general fund departments to seek approval through the Vacancy Review process to fill most vacant positions; and WHEREAS, in some cases that means Department Heads and Elected Officials must make multiple requests to fill vacant positions within the same budget year to fulfill staffing needs; and WHEREAS, the Strategic Planning - Competitive Compensation Committee has reviewed the Vacancy Review policy and recommends the Board Sub-Committees have final approval to fill vacant, budgeted positions and recommends shortening the Request for Exception to the Hiring Freeze form be shortened; and WHEREAS, requests for new positions must continue to go through the full approval process through the Board of Commissioners and departments must fill out the budget form for new positions; and WHEREAS, the Personnel Sub-Committee and Finance Committee has reviewed this matter and have recommended the revision of the Vacancy Review policy. THEREFORE BE IT RESOLVED that the Livingston County Board of Commissioners hereby approves the revisions to the attached Vacancy Review policy and Request for Exception to the Hiring Freeze form.

11 RESOLUTION NO: PAGE: 2 BE IT FINALLY RESOLVED that this resolution shall take effect upon adoption and shall remain in effect until revised or rescinded by the Livingston Board of County Commissioners. # # # MOVED: SECONDED: CARRIED:

12 LIVINGSTON COUNTY HUMAN RESOURCES VACANCY REVIEW POLICY RESOLUTION # LIVINGSTON COUNTY, MICHIGAN APPROVED: RESOLUTION # APPROVED: RESOLUTION # APPROVED: A. POLICY 1. PURPOSE: Livingston County instituted a number of cost reduction measures in light of the financial forecasts indicating the County would be unable to sustain current levels of services within available resources. One of those measures is a hiring freeze. The objective of the hiring freeze for general fund departments and departments that receive a significant subsidy from the general fund is to contribute to the reduction of the budget deficit and to begin to make long-term structural changes and improved efficiencies in Livingston County s work force. 2. POLICY STATEMENT: The Board of Commissioners instituted a hiring freeze on July 7, 2008, which resolved: No position in a General Fund department which becomes vacant shall be replaced. In departments not funded by the General Fund, vacancies shall be posted internally with employees in General Fund departments given first consideration. The Board encourages the sharing of responsibilities within or between Departments. In addition supervisory positions may be filled internally as long as a vacancy ultimately falls off the payroll. The Board of Commissioners also endorses consolidation of County offices in order to reduce operating expenses. In addition, on December 1, 2008 the Board reaffirmed their position on the hiring freeze by resolving: Any services funded by State/Federal grants which costs exceed grant funding and which services are not basic to the health, safety, and welfare of the residents of Livingston County and/or which are provided by others; shall be discontinued and the grant funding declined. The approved Authorization and Funded Employee List contained in the annual budget (as amended by authorization of the Board of Commissioners) shall limit the number of employees who are authorized to be employed and no funds are appropriated for any position or employees not on the approved Authorization and Funded Employee List. All vacancies that occur during this hiring freeze are hereby declared to be a position reduction on the Authorized and Funded Employee List for each such vacated position and funding shall be removed from the Courts, Elected Officials and Department Head budgets. Said vacated position shall not be filled, except by specific Board authorization. If the Board of Commissioners authorizes a vacant position to be filled, then all Judges, County Elected Officials and County Department Heads will hold that position vacancy that occurs during the 2009 fiscal year for the appropriate duration of time to properly compensate for vacation and/or sick payoffs to insure personnel expenditures don t exceed the 2009 authorized budget provided that the judges and elected officials can still perform their mandated functions at a serviceable level. LIVINGSTON COUNTY APPROVED: VACANCY REVIEW POLICY Page 1 of 3 Pages RESOLUTION: #

13 However, there may be a few instances in which the best interests of Livingston County are served by allowing a hire to take place. The attached Vacancy Review Guidelines explain the objective, criteria and procedures for granting exceptions to the hiring freeze. Vacancy requests will be approved only when it is clear to the applicable Sub-Committee of the Board of Commissioners that: The work is essential to Livingston County; The Elected Official/Department Head has examined current work and staffing to identify and then implement changes that improve service, reduce costs and reduce the number of staff required to get the department s work done; Alternatives to getting the work done have been seriously explored including redesigning work, reassigning current staff, using additional technology or rethinking how work is performed, streamlining and any other staff-suggested means; Lower priority work has been eliminated, deferred, or handled some other way. In other words, with approval, can some of the department s current duties be discontinued?; There is no reasonable alternative to hiring. Where there is no reasonable alternative to hiring, it is expected that another position will be surrendered. Step placement at hiring should be scrutinized to minimize overall personnel costs. Avoid incurring any costs that are not necessary. All County expenditures not just personnel costs need to be examined to reduce costs to the greatest extent possible. 3. APPLICABILITY: Applies to all budgeted full-time and part-time positions that become vacant during the period of time that the hiring freeze is in effect. New positions must go through the applicable subcommittee with final approval vested in the Board of Commissioners. The hiring freeze applies to positions in a general fund department and to departments that receive a significant, greater than 50%, general fund subsidy. Every position will be reviewed on an individual basis. The following are the exceptions whereby a department head may fill a vacancy without first obtaining the approval of the Board of Commissioners: Where the Board of Commissioners has previously approved the filling of a vacancy of the same job classification and hours within the same budget year and that position is again vacated Departments are permitted to temporarily increase staffing levels due to increased workload, vacancies created by terminations or employee leaves of absence if sufficient funding is available within that department s budget. No approval is required to return the incumbent employee to the original position. If funding is not available within a department s budget sufficient to cover the expense of a temporary position, the department must receive approval from the Board of Commissioners through the vacancy review procedure prior to filling a temporary vacancy. The hiring freeze will be in effect until further notice, and will not be lifted without an affirmative action taken by the Board of Commissioners. 4. DEFINITIONS: 5. REFERENCE AND LEGAL AUTHORITY: BOARD RESOLUTION # :...Resolution Establishing a Position Review Process to Justify the Current Need for Vacant Positions under the General Hiring Freeze LIVINGSTON COUNTY APPROVED: VACANCY REVIEW POLICY Page 2 of 3 Pages RESOLUTION: #

14 BOARD RESOLUTION # :...Resolution Authorizing Implementation of Adjustments to the 2008 Livingston County Budget BOARD RESOLUTION # :...Resolution Adopting the 2009 Livingston County Budget BOARD RESOLUTION # :...Resolution Authorizing Livingston County s Annual Budget Process and Calendar for SEE ALSO: PERSONNEL POLICY: Workforce Reduction FORM: Livingston County 2004 General Hiring Freeze, Request to Fill FORM: Request for Exception to the Hiring Freeze 7. SUPERSEDES: # ; and, # APPROVED BY: PERSONNEL COMMITTEE:... 12/21/2011 FINANCE COMMITTEE:... 01/11/2012 BOARD OF COMMISSIONERS:... 01/17/ RESOLUTION: # REVIEW HISTORY: B. PROCEDURE: The requesting Elected Official/Department Head will complete the analysis required to Request an Exception to the Hiring Freeze. The appropriate Board Sub-Committee will review all requests for hiring within their jurisdiction. Only when the appropriate Board Sub-Committee is confident that the hire meets the criteria will the request receive further review from the Finance Committee and ultimate authorization will be provided by the Board of Commissioners prior to making a job offer. The Board Sub-Committee may request clarification or additional information as deemed necessary. Administration will adjust budgets to reflect the savings from vacant positions. RESOLUTION # APPROVED: RESOLUTION # APPROVED: RESOLUTION # APPROVED: [SEE REQUEST FOR EXEMPTION TO HIRING FREEZE ATTACHED HERETO] S:\WP\Policies\HR Manual\Vacancy Review.doc LIVINGSTON COUNTY APPROVED: VACANCY REVIEW POLICY Page 3 of 3 Pages RESOLUTION: #

15 REQUEST FOR EXCEPTION TO THE HIRING FREEZE Request Submitted by: Title of Position to be Filled: Salary: Position Control#: Annual Cost of Budgeted Position (incl. fringe benefits): Projected Cost for the next five years (incl. fringe benefits): New Position/Classification (Yes/No): If No: Name of Employee Last Occupying this Position When did the position become vacant? Has sufficient time been given to properly compensate for vacation and/or sick pay-offs to insure personnel expenses do not exceed the authorized budget? 1. Briefly describe this position and why you believe that it is essential enough to warrant an exception to the overall Livingston County hiring freeze. Provide a copy of the job description. 2. Budgeted department head count for the past five years: Jan., 20 : Jan., 20 : Jan., 20 : Jan., 20 : Jan., 20 : 3. Recognizing that all Elected Officials/Department Heads are expected to provide quality supervision and be creative problem solvers, how could the department reassign work and/or personnel to get all essential work of the department done without additional hiring? 4. Specifically list three reasonable options or detriments to the department if your request to replace a position is denied. 5. What budget saving measures has this department implemented? Have additional measures been identified? For example, use of temporary employees or part-time (less than 30 hours) employees Please provide explanation(s). 7. Has current staff been working overtime and, if so, how much is currently being worked or how much is planned to be worked per week (on the average)? 8. Has cross-trained staff been fully utilized to maximize the output of existing staff? Please provide explanation(s). 9. Are your actual revenues coming in at your projected budgeted revenue amounts? LIVINGSTON COUNTY APPROVED: VACANCY REVIEW POLICY Page 1 of 3 Pages RESOLUTION: #

16 LIVINGSTON COUNTY HUMAN RESOURCES VACANCY REVIEW POLICY RESOLUTION # LIVINGSTON COUNTY, MICHIGAN APPROVED: RESOLUTION # APPROVED: RESOLUTION # APPROVED: A. POLICY 1. PURPOSE: Livingston County instituted a number of cost reduction measures in light of the financial forecasts indicating the County would be unable to sustain current levels of services within available resources. One of those measures is a hiring freeze. The objective of the hiring freeze for general fund departments and departments that receive a significant subsidy from the general fund is to contribute to the reduction of the budget deficit and to begin to make long-term structural changes and improved efficiencies force. 2. POLICY STATEMENT: The Board of Commissioners instituted a hiring freeze on July 7, 2008, which resolved: No position in a General Fund department which becomes vacant shall be replaced. In departments not funded by the General Fund, vacancies shall be posted internally with employees in General Fund departments given first consideration. The Board encourages the sharing of responsibilities within or between Departments. In addition supervisory positions may be filled internally as long as a vacancy ultimately falls off the payroll. The Board of Commissioners also endorses consolidation of County offices in order to reduce operating expenses. In addition, on December 1, 2008 the Board reaffirmed their position on the hiring freeze by resolving: Any services funded by State/Federal grants which costs exceed grant funding and which services are not basic to the health, safety, and welfare of the residents of Livingston County and/or which are provided by others; shall be discontinued and the grant funding declined. The approved Authorization and Funded Employee List contained in the annual budget (as amended by authorization of the Board of Commissioners) shall limit the number of employees who are authorized to be employed and no funds are appropriated for any position or employees not on the approved Authorization and Funded Employee List. All vacancies that occur during this hiring freeze are hereby declared to be a position reduction on the Authorized and Funded Employee List for each such vacated position and funding shall be removed from the Courts, Elected Officials and Department Head budgets. Said vacated position shall not be filled, except by specific Board authorization. If the Board of Commissioners authorizes a vacant position to be filled, then all Judges, County Elected Officials and County Department Heads will hold that position vacancy that occurs during the 2009 fiscal year for the appropriate duration of time to properly compensate for vacation and/or! 2009 authorized budget provided that the judges and elected officials can still perform their mandated functions at a serviceable level. LIVINGSTON COUNTY APPROVED: VACANCY REVIEW POLICY Page 1 of 3 Pages RESOLUTION: #

17 However, there may be a few instances in which the best interests of Livingston County are served by allowing a hire to take place. The attached Vacancy Review Guidelines explain the objective, criteria and procedures for granting exceptions to the hiring freeze. Vacancy requests will be approved only when it is clear to the applicable Sub-Committee of the Board of Commissioners that: The work is essential to Livingston County; The Elected Official/Department Head has examined current work and staffing to identify and then implement changes that improve service, reduce costs and reduce the number of staff required to "! # $ % Alternatives to getting the work done have been seriously explored including redesigning work, reassigning current staff, using additional technology or rethinking how work is performed, streamlining and any other staff-suggested means; Lower priority work has been eliminated, deferred, or handled some other way. In other words, with & ' #! # ( ) % There is no reasonable alternative to hiring. Where there is no reasonable alternative to hiring, it is expected that another position will be surrendered. Step placement at hiring should be scrutinized to minimize overall personnel costs. Avoid incurring any costs that are not necessary. All County expenditures * not just personnel costs need to be examined to reduce costs to the greatest extent possible. 3. APPLICABILITY: Applies to all budgeted full-time and part-time positions that become vacant during the period of time that the hiring freeze is in effect. New positions must go through the applicable subcommittee with final approval vested in the Board of Commissioners. The hiring freeze applies to positions in a general fund department and to departments that receive a significant, greater than 50%, general fund subsidy. Every position will be reviewed on an individual basis. The following are the exceptions whereby a department head may fill a vacancy without first obtaining the approval of the Board of Commissioners: Where the Board of Commissioners has previously approved the filling of a vacancy of the same job classification and hours within the same budget year and that position is again vacated Departments are permitted to temporarily increase staffing levels due to increased workload, vacancies created by terminations or employee leaves of absence if sufficient funding is + +, + -,. / / , / , + -,. / employee to the original position. 7 sufficient to cover the expense of a temporary position, the department must receive approval from the Board of Commissioners through the vacancy review procedure prior to filling a temporary vacancy. The hiring freeze will be in effect until further notice, and will not be lifted without an affirmative action taken by the Board of Commissioners. 4. DEFINITIONS: 5. REFERENCE AND LEGAL AUTHORITY: BOARD RESOLUTION # :... Resolution Establishing a Position Review Process to Justify the Current Need for Vacant Positions under the General Hiring Freeze LIVINGSTON COUNTY APPROVED: VACANCY REVIEW POLICY Page 2 of 3 Pages RESOLUTION: #

18 BOARD RESOLUTION # :... Resolution Authorizing Implementation of Adjustments to the 2008 Livingston County Budget BOARD RESOLUTION # :... Resolution Adopting the 2009 Livingston County Budget BOARD RESOLUTION # :... 9., : / ; : +, 6. SEE ALSO: PERSONNEL POLICY: Workforce Reduction Budget Process and Calendar for 2010 FORM: Livingston County 2004 General Hiring Freeze, Request to Fill FORM: Request for Exception to the Hiring Freeze 7. SUPERSEDES: # ; and, # APPROVED BY: PERSONNEL COMMITTEE:... 12/21/2011 FINANCE COMMITTEE:... 01/11/2012 BOARD OF COMMISSIONERS:... 01/17/ RESOLUTION: # REVIEW HISTORY: B. PROCEDURE: The requesting Elected Official/Department Head will complete the analysis required to Request an Exception to the Hiring Freeze. The appropriate Board Sub-Committee will review all requests for hiring within their jurisdiction. Only when the appropriate Board Sub-Committee is confident that the hire meets the criteria will the request receive further review from the Finance Committee and ultimate authorization will be provided by the Board of Commissioners prior to making a job offer. The Board Sub-Committee may request clarification or additional information as deemed necessary. Administration will adjust budgets to reflect the savings from vacant positions. RESOLUTION # APPROVED: RESOLUTION # APPROVED: RESOLUTION # APPROVED: [SEE REQUEST FOR EXEMPTION TO HIRING FREEZE ATTACHED HERETO] S:\WP\Policies\HR Manual\Vacancy Review.doc LIVINGSTON COUNTY APPROVED: VACANCY REVIEW POLICY Page 3 of 3 Pages RESOLUTION: #

19 REQUEST FOR EXCEPTION TO THE HIRING FREEZE Request Submitted by: Title of Position to be Filled: Salary: Position Control#: Annual Cost of Budgeted Position (incl. fringe benefits): Projected Cost for the next five years (incl. fringe benefits): New Position/Classification (Yes/No): If No: Name of Employee Last Occupying this Position When did the position become vacant? Has sufficient time been given to properly compensate for vacation and/or sick pay-offs to insure personnel expenses do not exceed the authorized budget? 1. Briefly describe this position and why you believe that it is essential enough to warrant an exception to the overall Livingston County hiring freeze. Provide a copy of the job description. 2. Indicate if this is a mandated program/service by citing the act, rule, resolution, order, etc. that has necessitated this work. Also, if mandated, explain what effect this program/service has on current operations. If not mandated, outline the reason(s) for the department providing this task/work. 3. Budgeted department head count for the past five years: Jan., 20 : Jan., 20 : Jan., 20 : Jan., 20 : Jan., 20 : Please explain changes: 4. Does the vacant position for which an exemption is being requested perform essential function(s) that cannot be performed with the existing staff resources within Livingston County? Identify all special skills, education and/or licensing requirements for the position Recognizing that all Elected Officials/Department Heads are expected to provide quality supervision and be creative problem solvers, how could the department reassign work and/or personnel to get all essential work of the department done without additional hiring? Specifically list three reasonable options or detriments to the department if your request to replace a position is denied. LIVINGSTON COUNTY APPROVED: VACANCY REVIEW POLICY Page 1 of 3 Pages RESOLUTION: #

20 7. What are the consequences of deferring the vacant position over the next several months and beyond? 85. What budget saving measures has this department implemented? Have additional measures been identified? For example, use of temporary employees or part-time (less than 30 hours) employees Please provide explanation(s). 9. What position or other costs would you be willing to drop to enable hiring * if that becomes necessary to obtain approval for hire? 10. Please provide additional information regarding the staff of this department (i.e. organizational charts, workflow chart, staff on leaves from work/job restrictions, employee training downtime, etc.) to determine the workforce available for accomplishing the necessary tasks/services. 11. Is the work required by statute to be performed at the County level or can it be shared with other Counties? With local governments? 12. Explain what services can be provided by others, private sector or non-profit? 13. Are there other County employees with the skills and knowledge that can be transferred from another department thereby shifting the vacancy to another department where the position will not be filled? 14. Has the use of temporary employees been evaluated to handle the work? Please provide explanation(s). 15. Has the use of part-time (less than 30 hours) employees been evaluated for feasibility and costeffectiveness to accomplish the work? Please provide explanation(s) Has current staff been working overtime and, if so, how much is currently being worked or how much is planned to be worked per week (on the average)? Has cross-trained staff been fully utilized to maximize the output of existing staff? Please provide explanation(s). 9. Are your actual revenues coming in at your projected budgeted revenue amounts? LIVINGSTON COUNTY APPROVED: VACANCY REVIEW POLICY Page 2 of 3 Pages RESOLUTION: #

21 RESOLUTION NO: LIVINGSTON COUNTY DATE: RESOLUTION AUTHORIZING A CONTRACT WITH MUNICIPAL CONSULTING SERVICES, LLC FOR A CLASSIFICATION AND COMPENSATION STUDY Human Resources WHEREAS, the County has a need for a classification and compensation study for non-union employees as the last study was implemented in 2004; and WHEREAS, a request for proposals (RFP) was published on the Michigan Inter-governmental Trade Network site with over 223 companies receiving notice of the bid. The RFP was also advertised in the local newspaper; and WHEREAS, the County received two (2) responsive bids and after a successful interview, the bid review committee of the Strategic Planning - Competitive Compensation Committee recommends contracting with Municipal Consulting Services, LLC to perform the classification and compensation study. THEREFORE BE IT RESOLVED that the Livingston County Board of Commissioners hereby authorizes a contract with Municipal Consulting Services, LLC of Ann Arbor, Michigan to perform the non-union classification and compensation study for a cost not to exceed $95,000. BE IT FURTHER RESOLVED that the Livingston County Board of Commissioners hereby authorizes any budget amendments necessary to effectuate this contract. BE IT FINALLY RESOLVED that the Chair of the Livingston County Board of Commissioners be authorized to sign any agreements, renewals, or documents as needed for this project upon review of Civil Counsel. # # # MOVED: SECONDED: CARRIED:

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