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HomeMy WebLinkAbout11-29-1999 Meeting I ADMINISTRATIVE SERVICES COMMITTEE COMMITTEE ROOM - November 29, 1999 2:00 P. M. PRESENT: Hons. H. Brigham, Chairman; Powell, Vice-Chairman; Beard and Shepard, members; Jim Wall, Attorney; Randy Oliver, Administrator; John Etheridge, Human Resources Director; Rick Acree, Asst. Director ofP.W. - Facilities Management Division; Geri Sams, Purchasing Director; Harry Siddall, Fleet Manager; Keven Mack, HND Director; Marshal Steve Smith; Chief Ronnie Few, Fire Dept.; Lena Bonner, Clerk of Commission and Nancy Morawski, Deputy Clerk of Commission. ABSENT: Hon. Bob Young, Mayor. Also Present: Sylvia Cooper of The Augusta Chronicle, George Eskola ofWJBF Television, Stacey Eidson of The Metropolitan Spirit and Hons. J. Brigham, Bridges, Mays and Colclough, Commissioners. The Clerk: We have a request to add one addendum item. Mr. Shepard: I so move to add. Mr. Beard: Second. I Motion adopted unanimously with Mr. Powell out of the room. A request to approve the observance of January 1,2000 on December 31, 1999, was read. Mr. Beard: I so move. Mr. Shepard: Second. Motion adopted unanimously with Mr. Powell out of the room. A request to approve 2000 Employee Holiday Schedule, was read. Mr. Beard: I so move. Mr. Shepard: Second. Motion adopted unanimously. A request to provide $100.00 to each employee who completed the Public Management Development Class I, II and III and received their certification in Public Management, was read. I Mr. Powell: I so move. Mr. Beard: Second. After a short discussion, Mr. Oliver: Mr. Wall says that we cannot do this back in November. We can only do it from this day forward. Mr. Wall: You can only do it if you approve it in advance. Mr. Powell: I'd like to withdraw my motion. Mr. Beard: I'll withdraw my second. Mr. Oliver: We'll just roll this over for further discussion. A request to authorize payment of $4275.94 to employees in the Clerk of the Civil & Magistrate Court's Office because of improper work schedule adopted by the Supervisor without consulting with Human Resources Dept. and transfer funds from General Fund Contingency, was read. Mr. Etheridge: There was a violation of the Fair Labor Standards Act and I would ask that you approve us paying these people the overtime. Mr. Beard: I think that this should be investigated and rectified. Should a reprimand be given in this case? After further discussion, Mr. Powell: I will make a motion that we approve it. Mr. Shepard: I second the motion. Mr. Beard: I would ask that the maker of the motion add that letters be sent to those individuals who are responsible for this. Mr. Powell: I'll accept that amendment. Mr. Shepard: I'll accept it as the seconder. Motion adopted unanimously. A request to approve extension of contract for Pollock Office Services for two-year period with no increased in copier fees as stated in the terms of the original contract (attached), was read. Mr. Powell: I so move. Mr. Beard: Second. I I I I Motion adopted unanimously. A request for approval of an Architectural and Engineering Services Agreement in the amount of $13,000 for the renovation of New Hope Community Center, was read. Mr. Powell: I so move. Mr. Shepard: Second. Motion adopted unanimously. The Committee next discussed hiring practices. (Issue No.3 in Grand Jury Report) (Requested by Commissioner Shepard) Mr. Oliver: I would like to pass out a draft of some revisions to the Personnel Manual which we hope to pass early next year. We are proposing the use of a hiring panel for positions where people from Human Resources are used in those hiring decisions and recommendations to be sure everyone is treated equitably. This draft will be revised and you can take a look at and we will bring back a final version in early January. I Mr. Etheridge: This does not include at this time the Catastrophic Leave Program or the proposed dress code which we are in the process of preparing. Mr. Shepard: What have we done in the screening process? Mr. Etheridge: We currently have a committee that we use throughout our organization. The committee has an HR individual who serves with the selection committee for each department. There are two members of the department on that committee. The screening process comes through our office and if an individual who applies for ajob does not meet the minimum qualifications, that application never even goes to the department. When we get to the management or supervisory level, we screen very carefully and use managers and department users to gather input from them. Mr. Shepard: Is this selection committee an administrative policy used now? Mr. Oliver: Yes, we've done that. Mr. Etheridge: There is both HR and department interaction but the decision making is at the department level. Mr. Shepard: I wanted it to be on the public record that we do have a hiring selection committee. I Mr. Oliver: This will all become part of the document that we present in January. Mr. Etheridge: In the screening process now, if applicants do not meet the minimum qualifications, they do not go out to the departments. Mr. Colclough: Does this pertain to everybody in the County? I Mr. Etheridge: Yes. Mr. Colclough: When did this begin? Mr. Etheridge: I'd say we've been doing this for about the past three months. This was done to select the most qualified applicants. Mr. Shepard: I'd move that we receive this as information in light of the fact that there will be some additional materials brought to us in January. Mr. Beard: Second. Motion adopted unanimously. The Committee next discussed purchasing issues. (Requested by Commissioner Shepard) Mr. Oliver: Ms. Sams has prepared a booklet regarding this. It delineates the issue regarding the fire truck situation that was previously discussed in the Finance Committee. I Ms. Sams explained that Mr. LaPan had violated no ordinances regarding his bid on a fire truck for Bush Field since it was a sealed bid and he had not participated in the writing of any specifications for that particular truck. Mr. Wall: It was mentioned earlier of the possibility of drawing up an ordinance to prohibit any Counry employee from bidding on County projects or any company in which they do, and I suppose that will be in the menu of options insofar as the ethics ordinance and the vendor" s ordinance that will come before you and then you can decide from the policy standpoint whether or not you want to prohibit any County employee from bidding on County jobs or any company that he has an ownership interest in or is affiliated with. As it is currently written, however, there is no prohibition on him submitting in a sealed bid process for a fire truck at Bush Field. Mr. Shepard: I think I would like to include that in the menu of options. There is no problem this time, but I think to avoid the appearance of impropriety, we need to make a policy judgement in this area about employees and employee-controlled companies, and I'll put that in the form of a motion that this be within the menu of options that we choose when we work with the ethics ordinance. Mr. Powell: I'll second it. I I Mr. SheparG: And I'll asK the Attorney to draw that up. Motion adopted unanimously. / A request to reclassify Deputy position in the Marshal's Department to Lieutenant and authorize salary supplement to Administrative Assistant in the amount of $212.13 per month for eight (8) months and authorize new Secretary I position at a cost of $12,359 as a result of additional duties with the understanding that positions and supplements are eliminated if the grant is not renewed, was read. . Mr. Powell: I so move. Mr. H. Brigham: I second it to get it on the table for discussion. Motion adopted unanimously. ADJOURNMENT: There being no further business, the meeting was adjourned. Lena J. Bonner Clerk of Commission I NWM I . I ADMINISTRATIVE SERVICES AGENDA COMMITTEE ROOM - November 29, 1999 2:00 P. M. 1. Approve the observance of January 1,2000 on December 31,1999. 2. Approve 2000 Employee Holiday Schedule. 3. Provide $100.00 to each employee who completed the Public Management Development Class I, II and III and received their certification in Public Management. 4. Authorize payment of$4275.94 to employees in the Clerk of the Civil & Magistrate Court's Office because of improper work schedule adopted the Supervisor without consulting with Human Resources Dept. and transfer funds from General Fund Contingency. 5. Approve extension of contract for Pollock Office Services for two-year period with no increased in copier fees as stated in the terms of the original contract (attached). 6. Approval of an Architectural and Engineering Services Agreement in the amount of $13,000 for the renovation of New Hope Community Center. I 7. Discussion of hiring practices. (Issue No.3 in Grand Jury Report) (Requested by Commissioner Shepard) 8. Discussion of purchasing issues. (Requested by Commissioner Shepard) I I ADDENDUM ADMINISTRATIVE SERVICES AGENDA November 29, 1999 2:00 P. M. ADDITION TO THE AGENDA: 1. Reclassify Deputy position in the Marshal's Department to Lieutenant and authorize salary supplement to Administrative Assistant in the amount of $212.13 per month for eight (8) months and authorize new Secretary I position at a cost of $12,359 as a result of additional duties with the understanding that positions and supplements are eliminated if the grant is not renewed. I I