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S T A T E O F M I C H I G A N

BOARD OF COMMISSIONERS OF THE COUNTY OF ALLEGAN

June 4, 2009

CIRCUIT COURT—APPROVE RECLASSIFICATION OF THREE POSITIONS

WHEREAS, following the recent retirement of a Juvenile

Court Probation Officer, it is the decision of the Court to not

move to fill that budgeted Probation Officer position for the

balance of this year (2009); and

WHEREAS, at this time the caseload will be redistributed to

existing probation and diversion staff; and

WHEREAS, the Court Administrator and the Director of

Juvenile Probation will meet at regular intervals to review

probation caseloads and program needs and will notify the County

if probation caseloads begin trending upwards; and

WHEREAS, in addition to the cost savings to be realized for

2009 by that decision, as a result of the review of other

resource needs, it has been determined that a reclassification

of three other Circuit Court positions would best serve those

resource needs, would strengthen the Court services provided,

and would utilize current budgeted dollars in the most cost

effective manner.

THEREFORE BE IT RESOLVED, that the Allegan County Board of

Commissioners hereby approves the request of Circuit Court

Administration to reclassify the following positions:

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• from one Secretary/Receptionist Family Court (Range 4)

to one Clerk Typist position (Range 3)

• from one Secretary/Receptionist Family Court (Range 4)

to one Client Financial Services Clerk position

(Range 5)

• from one Circuit Court Judicial Secretary (Range 6)

to one Court Recorder/Judicial Secretary position

(Range 8)

; and

BE IT FURTHER RESOLVED, that the Budget and Finance

Director is authorized to make the necessary budget adjustments

to complete this action.

Work Orders Eastern Daylight TimeDates displayed in

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Work Order

HoursChargeExpected Completion DateDate AssignedDate EnteredDepartment NumberAsset IDType

StatusDate CompletedPriorityAssigned TechnicianLocationDepartmentRequestor Call Back NumberRequestorSummary CC_Circuit Court Position Changes

Gerald Durkee3368

Youth HomeFamily Court

Becky Blaine4 - within 5 business days

Pending

Admin / Board RFA

5/6/2009 8:56:37AM5/28/2009 9:31:35AM

4/9/2009 10:31:46AM

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Work Order

Work Order Description

4/9/2009 10:31:47AM ALLEGANCOUNTY\GDurkee

Circuit Court is proposing to change some positions in order to both more effectively do business and save some dollars.

Technician

5/22/2009 1:59:08PM BBLAINE

Attached memo from Mike Day for clarification.

5/6/2009 8:56:40AM DWILSON

Assigned to BBlaine to place on 5/28 BOC agenda for discussion. We will be getting information from MDay to go into the packets before we distribute them.5/6/2009 8:33:19AM DWILSON

RSarro 5/5/09-I had the chance to speak with Mike. He is going to provide some more information in terms of so “if” “then” scenarios based on changes moving forward. This will help at least create some documentation if changes are needed to be made in the near future as a result of trying what they are proposing. This will go to the Board on May 28. Mike will be there.5/5/2009 11:39:09AM DWILSON

5/5 ET review - Rob tried to speak with MDay, no answer. He'll continue to try and contact. Bring back to next ET.

4/23/2009 4:27:41PM DWILSON

4/21/09 - ET reviewed. they are not going to fill MCornell position, but will be reclassifying several other positions. Will be cost savings. RSarro will talk with MDay. Place on 5/5/09 ET agenda; BOC agenda for 5/14/09.4/15/2009 2:07:55PM DWILSON

Placed on 4/21/09 ET meeting agenda for discussion.

4/15/2009 1:01:26PM DDANIELS

I am reviewing the documentation and request this be placed on the April 21, 2009 ET meeting for review and approval.4/14/2009 8:22:08AM DWILSON

Assigned to DDaniels for her review and recommendation. Will bring up at the 4/14/09 ET mtg.

4/13/2009 2:36:57PM BBLAINE

Placed on 4/23/09 BOC agenda - action item. Assigned to Dwilson for ET review if needed.

4/10/2009 4:59:26PM JNANCE

Attached draft resolution. Assign to B Blaine for ET review and Board agenda action item - changes in budgeted positions.4/10/2009 11:32:17AM JNANCE

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Work Order

Email from J. Durkee to clarify this RFA.1. Asked him to confirm that the Juvenile Court Probation Office Position (vacated by the resignation of M. Cornell) is to be eliminated.Response, " At this time the court is choosing not to fill this position."

And they would like to reclassify three other positions:1. Reclassify the newly approved Secretary/Receptionist Family Court position (Range 4) to a Clerk Typist position (Range 3).2. Reclassify one Secretary/Receptionist Family Court position (Range 4) to a Client Financial Services Clerk - Family Court position (Range 5).3. Reclassify one Circuit Court Judicial Secretary position (Range 6) to a Court Recorder/Judicial Secretary- Circuit Court position (Range 8).

All appropriate documentation is attached. Will prepare a draft resolution to attach.4/10/2009 8:26:47AM JNANCE

Sent email to J. Durkee to clarify his request.

Resolution

4/9/2009 10:31:48AM ALLEGANCOUNTY\GDurkee

Administrative Time- .25 hours

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Date:

RFA#:

Request TypeDepartment RequestingSubmitted ByContact Information

ALLEGAN COUNTY REQUEST FOR ACTION FORM

Summary of Request

LIST OF ATTACHMENTS:Cost Analysis of Request

Expenditure Status Report

April 8, 2009

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Personnel - Position ChangesCircuit Court - Family DivisionJerry DurkeeMike Day, Court Administrator, is the contact person on this RFA; extention 3333

Circuit Court is requesting several changes in personnel to better address the issues of current Family Court collections, Circuit Court Recording duties and the Juvenile Community Probation caseload. After the changes the County would realize a total net savings in personnel cost. At the same time the Court would be in the position to carry out it's collections, recording and probation caseload functions more effeciently.

I. Juvenile Probation Position – vacant due to retirement

The court has examined several different service areas in light of this retirement and resulting vacancy. When reviewed in light of the current status of probation caseloads and resource needs in other areas it is the decision of the court, in conjunction with the additional changes outlined below, that we will not move to fill this position for the balance of this year. The Court Administrator and the Director of Juvenile Probation will meet at regular intervals to review probation caseloads and program needs. At the county’s request a representative from H.R. or Finance can participate in these on going discussions. At this time the caseload will be redistributed to existing probation and diversion staff. The Court will notify the county if probation caseloads begin trending upwards. Cost/ (Savings) = _ ($66,703.58) annually Cost savings is figured at Range 11, Step A, the new hire amount. Actual personnel costs of the retired Officer would have been $73,891.68 for 2009. The difference between this cost and the cost of a new hire is an additional $7,188.10 savings. II. Secretary/Receptionist – Family Court new

position As an extension of the 2009 budget process and the restructuring of psychological service delivery in Cheever Treatment Center the county approved the establishment of one fulltime Secretary/Receptionist for the Family Court. The Court has reviewed this position in light of the change noted above in Juvenile Probation, the skills and talents of current staff and our continued desire to strengthen collections. The court believes the most effective use of this added resource is at a staff range 3, step A (this would be a change from Range 4, step A as currently approved) as this will best represent duties assigned and will allow budget dollars to be utilized in the most cost effective manner. Cost/ (savings) = __ ($1,986.53) annually

III. Reclassification of Current Family Court

Secretary/Receptionist (Lori Grusnis) From Range 4 to Range 5

The incumbent in this position has proven over time to possess skills exceeding those which are utilized in her current position. She has demonstrated a willingness and

ability to assume duties and responsibilities in the collections/finance area that are beyond the scope of her current job function. In reviewing the use of the previously approved addition of a Secretary/Receptionist position it is clear the Court and county can benefit more by reclassifying Ms. Grusnis position and utilize her experience and skills to maximize the positive impact in the collections area as well as her talents working with the public to gather financial data and explain financial processes. Ms. Grusnis in her reclassified role of Range 5 (a Client Financial Services Clerk) would work as part of the Family Court financial/collections team providing both the immediate benefit of her knowledge of Family Court collections matters and allow for the long term benefit of continuing to strengthen collections in the future. Cost/ (savings) = _$2,223.03 annually

IV. Reclassification of Circuit Court Judicial

Secretary (Anne Lange) to Circuit Court Recorder/Judicial Secretary, Range 6 to Range 8

The incumbent in this position serves as Judicial Secretary to Judge Corsiglia. In 1995 the Court Stenographer retired and the audio/video court recording solution was fully implemented. This change resulted in annual savings to the county of approximately $60,000 per year, savings that continue today. Judge Corsiglia at the time of the change chose to operate the recording system in his courtroom himself without staff assistance. In addition, since that time, all transcription of Circuit Court proceedings has been completed by the Court Recorder/Judicial Secretary for Courtroom B. As we begin the transition to Judge Corsiglia leaving the Bench it is without doubt that the newly elected judge will call upon his or her secretary to perform the recording function as is done by every other judge in this county. History tells us that the incoming judge will retain the incumbent in this position, Anne Lange. In anticipation of these changes the Court has directed Ms. Lange to obtain her certification as Certified Electronic Recorder. It is anticipated that the certification process will be complete by April 22, 2009. At that time Ms. Lange will commence recording in the courtroom. In addition the Court has begun having Ms. Lange type transcripts of Circuit Court proceedings under her temporary certification. Cost/ (savings) = _$5,746.76 annually

Total cost/ (savings) of all proposed changes = ($60,720.32) annually

This saving amount considers the cost of a new hire probation officer only, not any additional savings between the cost of a new hire and the retired probation officer.

Family Court Clerk 3, 4 & 5 Comparison, 2009 Range 3

hr. wage Annual FICA Retire. Total Total difference over range 4

A 12.37 25729.6 1968.314 1543.776 29254.06 -1986.53 Savings from reducing new position from 4 to 3 B 12.68 26374.4 2017.642 1582.464 29987.19 -2033.83 C 13 27040 2068.56 1622.4 30743.96 -2081.13 D 13.33 27726.4 2121.07 1663.584 31524.38 -2128.43 E 13.66 28412.8 2173.579 1704.768 32304.81 -2199.38 F 14 29120 2227.68 1747.2 33108.88 -2246.67 G 14.35 29848 2283.372 1790.88 33936.6 -2293.97 H 14.71 30596.8 2340.655 1835.808 34787.97 -2341.27 I 15.06 31324.8 2396.347 1879.488 35615.7 -2459.52 Range 4 Total Difference over range 3 Pay difference only A 13.21 27476.8 2101.975 1648.608 31240.59 1986.533 1747.2 B 13.54 28163.2 2154.485 1689.792 32021.02 2033.831 1788.8 C 13.88 28870.4 2208.586 1732.224 32825.09 2081.13 Lori's current range 1830.4 D 14.23 29598.4 2264.278 1775.904 33652.81 2128.428 1872 E 14.59 30347.2 2321.561 1820.832 34504.18 2199.376 1934.4 F 14.95 31096 2378.844 1865.76 35355.55 2246.674 1976 G 15.32 31865.6 2437.718 1911.936 36230.57 2293.972 2017.6 H 15.7 32656 2498.184 1959.36 37129.24 2341.271 2059.2 I 16.1 33488 2561.832 2009.28 38075.21 2459.517 2163.2 Range 5 Total Difference over range 4 Pay difference only A 14.11 29348.8 2245.183 1760.928 33369.02 2128.428 1872 B 14.46 30076.8 2300.875 1804.608 34196.74 2175.726 1913.6

C 14.82 30825.6 2358.158 1849.536 35048.11 2223.025 Lori's upgraded range 1955.2

D 15.19 31595.2 2417.033 1895.712 35923.13 2270.323 1996.8 E 15.57 32385.6 2477.498 1943.136 36821.8 2317.622 2038.4 F 15.96 33196.8 2539.555 1991.808 37744.12 2388.569 2100.8 G 16.36 34028.8 2603.203 2041.728 38690.09 2459.517 2163.2 H 16.77 34881.6 2668.442 2092.896 39659.71 2530.464 2225.6 I 17.1 35568 2720.952 2134.08 40440.13 2364.92 2080 Upgrading Lori from 4 to 5 2223.03 Downgrading new clerk from 4 to 3 -1986.53 Added cost to budget 236.5

Move Ann Lange from Range 6 to 8 Range 6

hr. wage Annual FICA Retire. Total

F 18.41 38292.8 2929.399 2297.568 43538.18 Range 8 Total Difference over range 6

Pay difference only

F 20.84 43347.2 3316.061 2600.832 49284.93 5746.756 5054.4 Juvenile Community Probation Officer 2009 Pay & Benefits Range 11 hr. wage Annual FICA Retire. W. Comp Health Life Disability Total differenceA 21.13 43950.4 3362.206 2637.024 1698.58 14,688 25 321 66703.58 B 21.66 45052.8 3446.539 2703.168 1698.58 14,688 25 321 67956.75 1253.168C 22.2 46176 3532.464 2770.56 1698.58 14,688 25 321 69233.8 2530.224D 22.76 47340.8 3621.571 2840.448 1698.58 14,688 25 321 70558.16 3854.58E 23.33 48526.4 3712.27 2911.584 1698.58 14,688 25 321 71906.16 5202.584F 23.91 49732.8 3804.559 2983.968 1698.58 14,688 25 321 73277.82 6574.238G 24.51 50980.8 3900.031 3058.848 1698.58 14,688 25 321 74696.77 7993.19H 25.12 52249.6 3997.094 3134.976 1698.58 14,688 25 321 76139.37 9435.791I 25.76 53580.8 4098.931 3214.848 1698.58 14,688 25 321 77652.92 10949.34 Estimates use FICA rate at .0765, Retirement rate at .06 ( assuming employing will utilize the 2% match), Health Insurance at family plan POS, Life and Disability Insurances are actuals for pay range. Worker's Comp. is actual for pay range. Costs would be less if the employee does not elect the 2% additional voluntary retirement contribution and/or a lesser health plan. The retired Probation Officer’s (Morris Cornell) total budgeted actual personnel costs for 2009 was $73, 891.68 as stated on the 2009 Position Budget Summary Report.