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MONROE COUNTY COUNCIL REGULAR SESSION
NAT U HILL III MEETING ROOM MONROE COUNTY COURTHOUSE 100 W. KIRKWOOD AVENUE BLOOMINGTON, IN 47404
MAY 12, 2015 at 5:30 pm AGENDA

I. CALL TO ORDER

II. PLEDGE OF ALLEGIANCE

III. PUBLIC COMMENT

IV. DEPARTMENT UPDATES

V. LIBRARY, Gary Lettelleir
A. RequestApprovalofAdditionalAppropriation
LIRF Fund Transfer
From Operating Fund for LIRF Fund   $580,000.00

The MC Public Library is requesting an additional appropriation of $580,000 from the 2015 Operating Fund. The Library proposes to increase the 2015 transfer to the LIRF fund by $580,000. The LIRF transfer will eventually be used to fund a new library branch in the southwest portion of Monroe County; a portion will be used for building improvements at the Ellettsville branch. According to state law, the additional appropriation process follows the same steps as approval of the regular budget, with public notice, public hearing, Board adoption, and approval by the County Council. A calendar showing the dates of allocations is attached.

VI. COUNCIL – RESOLUTION FORM WILL BE SENT OUT MONDAY A. Resolution2015-18

A Resolution repeal Resolution 2011-38 and adopt new procedures for filling new vacancies in County Departments
Per discussion at the last Council Work Session, Council will consider a Resolution that removes the requirement that Departments wishing to fill certain open positions must receive prior approval from Council before doing so. A new procedure is proposed that will require informing Council of any actual or anticipated openings, and affording Council the opportunity to request further information or to request a formal review of the Department’s organizational structure. If no one on Council requests such action within two working days of Notice of the opening, the Department may go ahead and fill the position, provided accumulated compensatory time, and any benefits that must be paid out can be covered without an additional appropriation.

B. Approval of Letter of Engagement with W.I.S. to Conduct Salary Survey

At its April work session, Council stated a desire to have Waggoner, Irwin, Scheele & Associates (WIS) conduct a comparison of salaries offered by Monroe County government and salaries offered by peer competitors for the workforce employed by MCG. Discussion will focus on the options available for proceding with a WIS study and ow to proceed. A draft engagement letter is included in the packet; all Council members should review it and contact Council Office with any questions or suggestions for changes or additions.

VII. LEGAL, David Schilling Page 12 Request for Approval for Additional Appropriations
FUND 1000-277
30’sCategory Settlements $25,000.00

The Legal Department’s Settlement category was cut during the hearings for the 2015 Budget. Since that time the desirability of having access to funds to draw upon for various settlement possibilites has become apparent to the County Attorney and others. An additional appropriation is requested to broaden County options in future negotiations in settlement situations.

VIII. EMERGENCY MANAGEMENT, James Comerford
Request Approval for a New Fund with Budget Line and Simultaneous Appropriation FUND8139-000 2014EMPGCompetitiveGrant
30.0001 HomelandSecurityGrant $8,485.29

Monroe County Emergency has received a competitive grant of $8,485.29 to use for furthering the Emergency Management program in the community. The bulk of the funds will be used for a damage assessment field APP to integrate damage assessment into the county GIS system and editing software for our county plan snapshot.
The balance will be used to buy handout materials for preparedness purposes. The fund, line and appropriation will allow servicing this grant.

IX. HEALTH DEPARTMENT,
A. RequestApprovalforaNewFundwithBudgetLine
FUND1168-000 LocalHealthMaintenanceFund 30.0003 Stipends
40.0002 Equipment

The funds will be used to purchase a computer program for inspections/licensing/complaints/receipts as well as two (2) additional desktop computers, iPads for field staff and cases. This money will also be used for fees associated with organizational restructure of our department. An additional appropriation will come next month.

B. RequesttoFillaVacancy
Senior Environmental Health Specialist

The Monroe County Health Department is requesting permission to fill a vacancy in the environmental health section. The Senior Environmental Health Specialist position has been vacant since January 1, 2015. We have temporarily assigned several tasks and have some duties simply not covered to date. We are currently assessing the department’s organizational structure and have been trying to wait until all decisions were complete. To date we have assessed some changes to this job description, sent them to HR for review and do not anticipate significant changes to alter the classification. It is possible that future structure changes might affect this position as well as others. This is a request to fill our EH vacancy so we have a full staff as we go into summer which is our busiest season. If this position is filled internally then we respectfully request permission to fill the remaining vacancy.

X. RECORDER’S DEPARTMENT
A. Request Approval for Revised Job Description of Deputy Recorder Position

The Recorder requests approval of the revised Deputy Recorder position description. The Recorder, soon after taking office, requested staff to review their current job descriptions that were last updated September 2007. After an HR desk audit, streamlining and cross-training staff duties were combined into the Updated Deputy Recorder Job Description. One position in the Recorder’s Office will be phased out, and three remaining positions will all function under the same job description for “Deputy Recorder.”

B. RequesttoAmendthe2015SalaryOrdinance FUND 1000-004 COUNTY GENERAL
1. For the 10.0002 line, Administrative Assistant, change title to Deputy Recorder and delete Supervisor status. No change in salary. Amended Salary Ordinance line reads:
10.0002 Deputy Recorder COMOT III 35 Salary: $32,305.00

2. For the two other Deputy Recorder positions, lines 10.0004 and 10.0005, Recorder requests salary increase in 1000-004 from mid-point to cap of COMOT III salary range:
10.0004 Deputy Recorder Current: $29,575.00 Requested: $32,305.00
10.0005 Deputy Recorder Current: $29,575.00 Requested: $32,305.00

Amendment to become effective with payroll beginning May 17, 2015.

The Recorder requests approval to Amend the 2015 Salary Ordinance. The office restructuring noted above will result in one job description covering three (3) separate employees. One employee has been paid at the high point of a COMOT III position the other two at the mid-point level. As the three (3) will now be functioning under the same job description, the Recorder requests to move the two (2) Deputy Recorder COMOT III mid- point salaries to COMOT III cap, and to freeze pay for all three (3) staffers as high outliers, until the mid-point salary range reaches the salary level at which they are frozen. A Fiscal Impact Statement is included in the packet. Council will have these options, and paperwork will be ready for whichever option is chosen:

1. Move two COMOT III positions to the CAP of the salary range, freeze the three positions as High Outliers. If this option is chosen, Council will have two options: Pay the full amount out of the Recorder, County General Fund OR pay the three positions at the midpoint level out of the Recorder, County General Fund and the supplementary amount that covers the increase to the high point Cap from Recorder’s Perpetuation Fund. (That salary ordinance amount is $2,730 per person).

2. Move the high outlier who is currently at the CAP down to the midpoint level. All three would still be paid out of Recorder County General.

XI. APPROVAL OF MINUTES: September 3, 2014 Budget Session January 13, 2015 Regular Session February 10, 2015 Regular Session

XII. ANNOUNCEMENTS
EQUAS Vacancy: Applications Being Sought

XIII. COUNCIL COMMENTS

XIV. ADJOURNMENT

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