INGHAM COUNTY BOARD OF COMMISSIONERS P.O. Box 319. Mason, Michigan Telephone (517) Fax (517)

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1 CHAIRPERSON VICTOR G. CELENTINO VICE-CHAIRPERSON DEBBIE DE LEON. VICE-CHAIRPERSON PRO-TEM RANDY SCHAFER JUDICIARY COMMITTEE TINA WEATHERWAX-GRANT, CHAIR DIANNE HOLMAN CALVIN LYNCH MARK GREBNER MARY R. STID RANDY SCHAFER INGHAM COUNTY BOARD OF COMMISSIONERS P.O. Box 319. Mason, Michigan Telephone (517) Fax (517) THE JUDICIARY COMMITTEE WILL MEET ON THURSDAY, SEPTEMBER 16, 2004 AT 7:00 P.M., IN THE PERSONNEL CONFERENCE ROOM (D & E), HUMAN SERVICES BUILDING, 5303 S. CEDAR, LANSING. Call to Order Approval of the August 12, 2004 Minutes Additions to the Agenda Limited Public Comment Agenda 1. Special Guest - Pam Sievers, Executive Director, Girl Scouts of Michigan Capital Council 2. Probate Court - Resolution to Authorize Budget Transfers within the Probate Court 2004 Budget 3. Circuit Court/ Family Division a. Resolution to Amend Resolution # , Resolution to Authorize Entering into a Contract with Peckham, Inc. for the Short Term Female Residential Program b. Resolution to Authorize the Transfer of Monies from the Parks Department Budget to the Friend of the Court Budget to Fund Supervision of the Jail Alternative Sentencing Program through the End of FY Update on the Development of the "Risk Assessment Process - Nervy Oliver 5. Controller s Office - Resolution Authorizing a Two Month Hiring Delay Policy for the 2005 Budget Year 6. Judiciary Committee - Resolution Honoring Elaine Woodruff Announcements Public Comment Adjournment PLEASE TURN OFF CELL PHONES OR OTHER ELECTRONIC DEVICES OR SET TO MUTE OR VIBRATE TO AVOID DISRUPTION DURING THE MEETING The County of Ingham will provide necessary reasonable auxiliary aids and services, such as interpreters for the hearing impaired and audio tapes of printed materials being considered at the meeting for the visually impaired, for individuals with disabilities at the meeting upon five (5) working days notice to the County of Ingham. Individuals with disabilities requiring auxiliary aids or services should contact the County of Ingham in writing or by calling the following: Ingham County Board of Commissioners, P.O. Box 319, Mason, MI Phone: (517) A quorum of the Board of Commissioners may be in attendance at this meeting. Meeting information is also available on line at

2 JUDICIARY August 12, 2004 Minutes Members Present: Members Absent: Others Present: Tina Weatherwax-Grant, Dianne Holman, Mark Grebner, Mary Stid and Board Chairperson Victor Celentino Calvin Lynch and Randy Schafer John Neilsen, Mary Sabaj, Judge Collette, Sue LeDuc, Marc Thomas, Christine Timmon and others The meeting was called to order by Chairperson Weatherwax-Grant at 7:05 p.m. in the Personnel Conference Room of the Human Services Building, 5303 S. Cedar, Lansing. Approval of the July 15 Minutes MOVED BY COMM. STID, SUPPORTED BY COMM. GREBNER, TO APPROVE THE JULY 15 MINUTES AS SUBMITTED. MOTION CARRIED UNANIMOUSLY. Absent: Comms. Lynch and Schafer Additions to the Agenda None Limited Public Comment Ms. Timmon expressed her continuing concerns regarding this Committee, domestic partner health insurance and same sex marriages. She also spoke to the Committee regarding her newspaper. 1. Circuit Court/Community Corrections Advisory Board DRAFT Revised Jail Overcrowding Administrative Order Ms. Sabaj explained that a review of the Administrative Order (Order) was conducted to determine if any changes could be made to improve the current Order. The Order review committee consisted of people who interact with the jail system. The committee was very cooperative and reached a consensus on the proposed changes. Judge Collette stated if any of the Commissioners have any questions regarding the Draft Order, they may contact him as he will not sign the Order for a few more weeks. The Committee reviewed the Draft Order. Comm. Grebner expressed his hope that, someday, the Courts will ask the Board of Commissioners what it would like in an over-crowding release order. He also stated the Draft Order looks good. Judge Collette stated the over-crowding numbers have been down due to some specific changes. Judge Collette also informed the Committee that a review of PA 511 is needed in the near future. He stated the list makes many people ineligible for County services when they most need it.

3 Comm. Grebner suggested the CCAB could submit a draft resolution to this Committee regarding a review of PA 511. They would then be invited at an optimal time to discuss the issue with this Committee. Chairperson Weatherwax-Grant encouraged the CCAB and the Court to move forward and research this issue further. Mr. Neilsen updated the Committee regarding the additional 90 beds at the Ingham County Jail. Mr. Neilsen stated the 90 additional beds opened for business on August 2, He distributed his memorandum of this date to the Committee. The memorandum contained jail revenue information for the Committee s review. The Committee held a brief discussion regarding this matter. Mr. Neilsen stated the Sheriff s Office would like to host a Law Enforcement Committee and Judiciary Committee meeting in the near future to provide a tour of the new addition. 2. Controller s Office Analyses on Areas of Priority for 2005 Budget Proposed Ingham County 55 th and East Lansing 54-B District Court Consolidation Mr. Neilsen stated the Analyses updates the Committee on the priority of the proposed consolidation. This is an informational item. Announcements Comm. Stid informed the Committee that John Andreson s open house is scheduled for Friday at the Hilliard Building. Public Comment Ms. Timmon repeated her concerns from the start of this meeting. Ms. Seivers, Girl Scouts, offered the Scouts assistance in developing ways of utilizing the Juvenile Justice Millage funds to help the area females. Chairperson Weatherwax-Grant stated she would invite the Girl Scouts to a meeting this fall to discuss this issue. The meeting adjourned at 7:29 p.m. Respectfully submitted, Debra Neff Page 2

4 Agenda Item 2 RESOLUTION STAFF REVIEW DATE: September 9, 2004 Agenda Item: Resolution to Authorize Budget Transfers within the Probate Court 2004 Budget Submitted by: Probate Court Committees: LE, JD *, HS, CS *, Finance * Summary of Proposed Action: This resolution would authorize budget transfers within the Probate Court for the "temporary" employee and overtime budgets at the Court for the remainder of the year. The temporary funds are necessary due to two medical related vacancies in the Court and to cover overtime expenses expected for the upcoming November election. Financial Implications: The budget transfers would be up to $4,600 from the Postage line item( ) to the Probate Court Temporary Employee Salaries & Wages line item ( $4,300) and to the Probate Court Overtime Salaries & Wages line item ( $300). A temporary employee, employed as a Step 1 Deputy Probate Register III for 12 weeks at five days a week would cost approximately $7,052. There is approximately $2,800 left in the Probate Court s Temporary Employee Salaries & Wages line item, and the $4,300 transfer would supplement that amount. Other Implications: None Staff Recommendation: JA JN * HH This resolution should be approved.

5 Agenda Item 2 Introduced by the Judiciary, County Services and Finance Committees of the: INGHAM COUNTY BOARD OF COMMISSIONERS RESOLUTION TO AUTHORIZE BUDGET TRANSFERS WITHIN THE PROBATE COURT 2004 BUDGET WHEREAS, the Probate Court s Senior Deputy Probate Register is on extended sick leave, possibly for up to 12 weeks; and WHEREAS, the Probate Court s Investigator is also on extended sick leave; and WHEREAS, the processing caseload in the Probate Court is of such a magnitude to require temporary employment to meet needs created by these absences; and WHEREAS, there is approximately $2,800 left in the Probate Court s Temporary Employee Salaries & Wages line item; and WHEREAS, there is a -$4.66 negative balance in the Probate Court Overtime Salaries & Wages line item (based on extensive service on the Election Commission, as required by statute) this year, with service on a general Presidential-year election yet to come; and WHEREAS, a temporary employee employed as a Step 1 Deputy Probate Register III for 12 weeks at five days a week would cost $7,052 in wages. THEREFORE BE IT RESOLVED, that the Ingham County Board of Commissioners approves the transfer of up to $4,600 from the Probate Court Postage line item ( ) to the Probate Court Temporary Employee Salaries & Wages line item ( $4,300) and to Probate Court Overtime Salaries & Wages line item ( $300). BE IT FURTHER RESOLVED, that a temporary employee, employed as a Step 1 Deputy Probate Register III is authorized for up to 12 weeks at five days a week at a cost of up to $7,052. BE IT FURTHER RESOLVED, that the Ingham County Board of Commissioners directs the Controller to make the necessary budgetary transfers to the 2004 Probate Court budget.

6 Agenda Item 3a RESOLUTION STAFF REVIEW DATE: September 9, 2004 Agenda Item Title: Submitted by: Committees: Resolution to Amend Resolution # , Resolution to Authorize Entering into a Contract with Peckham, Inc. for the Short Term Female Residential Program Circuit Court/ Family Division LE, JD * H.S., CS, Finance_* Summary of Proposed Action: This resolution would amend Resolution #04-201, Resolution to Authorize Entering into a Contract with Peckham, Inc. for the Short Term Female Residential Program by extending the term of the agreement from a one year time frame to a three year time frame. Resolution # authorized amendments to the Circuit Court/ Family Division 2004/05 Child Care Fund Budget by authorizing the expenditure of funds from the Juvenile Justice Millage. It also authorized entering into a contract with Peckham, Inc. for a maximum cost of $416,110 for the Short Term Female Residential Program placements from January 1, 2005 through December 31, Financial Implications: 2005 Total Contract cost for the Short Term Peckham contract: $416,110 $208,055 from Child Care Fund (CCF) and $208,055 from Juvenile Justice Millage (JJM) $416,110 total * 3 years = $1,248,330 $208,055 from Child Care Fund (CCF) * 3 years = $624,165 $208,055 from Juvenile Justice Millage (JJM) * 3 years = $624,165 This will extend this financial commitment out to another two years. Other Implications: The Ingham County Board of Commissioners directed an RFP process be conducted through Resolution #04-92 to identify Short Term Female Residential Program placements and Transitional placements for Ingham County female youth. Staff Recommendation: JA JN * HH This resolution is consistent with the Board of Commissioners priority objective to Foster Appropriate Youth Development, Provide Appropriate Sanctions.

7 Agenda Item 3a Introduced by the Judiciary and Finance Committee of the: INGHAM COUNTY BOARD OF COMMISSIONERS RESOLUTION TO AMEND RESOLUTION # , RESOLUTION TO AUTHORIZE ENTERING INTO A CONTRACT WITH PECKHAM, INC. FOR THE SHORT TERM FEMALE RESIDENTIAL PROGRAM WHEREAS, the Ingham County Board of Commissioners authorized entering into a contract with Peckham, Inc. for the development of a short-term female residential program at an annual cost of $416,110 though resolution # ; and WHEREAS, Peckham, Inc. will be making a substantial investment in a facility to house and manage the program, and has requested that the agreement be for a period of three years, from January 1, 2005 through December 31, 2007, subject to the usual provisions of termination for cause and/or budgetary reasons rather than the original one year authorization. THEREFORE BE IT RESOLVED, that the Ingham County Board of Commissioners authorizes amending resolution # authorizing the term of the agreement to be extended from one year to three years with Peckham, Inc. for the female residential program for a maximum annual cost not to exceed $416,110 per year for the time period of January 1, 2005 through December 31, 2007.

8 Agenda Item 3b RESOLUTION STAFF REVIEW DATE: September 9, 2004 Agenda Item Title: Resolution to Authorize the Transfer of Monies from the Parks Department Budget to the Friend of the Court Budget to Fund Supervision of the Jail Alternative Sentencing Program through the End of FY 2004 Submitted by: Circuit Court/ Family Division Committees: LE, JD *, HS, CS *, Finance * Summary of Proposed Action: (See the attached memo) This resolution would authorize the reduction of the "temporary" employee budget of the Parks Department by $3,799 and authorizes an offsetting increase in the "temporary" employee budget of the Friend of the Court of $11,172, to be used for the supervision of the Jail Alternative Sentencing Program (JASP) participants working in the Ingham County Parks for the period October 1, 2004 to December 31, Financial Implications: The General Fund transfer of $3,799 from the Parks Department to the Friend of the Court budget allows for this temporary Friend of the Court Position that is CRP Grant eligible to supervise Jail Alternative Sentencing Program participants. - Revenue: Parks Department Transfer $ 3,799 CRP Grant Reimbursement 7,373 Total $ 11,172 - Expenses: New temporary Friend of the Court CRP JASP Position $11,172 Other Implications: None Staff Recommendation: JA JN * HH

9 Agenda Item 3b Introduced by the Judiciary, County Services and Finance Committees of the: INGHAM COUNTY BOARD OF COMMISSIONERS RESOLUTION TO AUTHORIZE THE TRANSFER OF MONIES FROM THE PARKS DEPARTMENT BUDGET TO THE FRIEND OF THE COURT BUDGET TO FUND SUPERVISION OF THE JAIL ALTERNATIVE SENTENCING PROGRAM THROUGH THE END OF FY 2004 WHEREAS, the Ingham County Friend of the Court, in response to the elimination of Michigan Works! funding and the chronic overcrowding at the Ingham County Jail, has instituted a Jail Alternative Sentencing Program (JASP); and WHEREAS, JASP participants have served their alternative sentences by performing community service in the Ingham County Parks; and WHEREAS, JASP participants engage in park improvement projects as well as assisting with routine park maintenance; and WHEREAS, the General Fund cost of the necessary supervision of said service for the period October 1, 2004 through December 31, 2004 by the Parks Department "seasonal" employees is estimated to be $11,172; and WHEREAS, the General Fund cost of the necessary supervision of said service, for the same period, is estimated to be $3,799 if performed by an employee of the Friend of the Court with the difference coming from the State of Michigan Cooperative Reimbursement grant. THEREFORE BE IT RESOLVED, that the Ingham County Board of Commissioners authorizes the reduction of the "temporary" employee budget of the Parks Department by $3,799, and authorizes an offsetting increase in the "temporary" employee budget of the Friend of the Court of $11,172, to be used for a Temporary Position to supervise the JASP participants working in the Ingham County Parks for the period October 1, 2004 to December 31, BE IT FURTHER RESOLVED, that the Ingham County Board of Commissioners authorizes the Controller to make the necessary budget adjustments in the Parks Department and the Circuit Court Friend of the Court 2004/05 CRP Budget. BE IT FURTHER RESOLVED, that the Chairperson of the Board of Commissioners and the County Clerk are authorized to sign any contract documents consistent with this resolution subject to the approval as to form by the County Attorney.

10 M E M O R A N D U M Agenda Item 3b TO: FROM: INGHAM COUNTY BOARD OF COMMISSIONERS DONALD L. REISIG, DEPUTY COURT ADMINISTRATOR FAMILY DIVISION/FOC DATE: August 23, 2004 RE: CC: FRIEND OF THE COURT JAIL ALTERNATIVE SENTENCING PROGRAM HARRY MOXLEY, ROBERT MOORE, PARKS DEPARTMENT; TERI YOUNGER, GERALD AMBROSE, JOHN NEILSEN The FOC "JASP" (Jail Alternative Sentencing Program) has been extremely successful in helping to resolve the problem of jail overcrowding by selecting appropriate persons who would otherwise be confined to the Ingham County Jail for non-payment of child support. The selected person works a "detail" in the Ingham County Parks (and other related projects, most recently at the Ingham County Fair), thus decreasing the jail population while at the same time performing productive labor to assist the citizens of Ingham County. The project, in its most simple terms, allows those who volunteer to work, to be released for daily assignment to a work crew supervised by Parks Department employees. This has been very beneficial to the Parks Department this summer because of the limited budget available for temporary and seasonal personnel. Because of the success of this program it is the desire of the Ingham County Parks Department and the Ingham County Friend of the Court to continue the project through the end of the year. To "leverage" the Parks Department budget, it has been determined that personnel utilized in the supervision of JASP participants are eligible for financing under the Friend of the Court Cooperative Reimbursement Program, which provides a 2:1 "match" from the state, if the participants are supervised by FOC personnel. This proposal would entail the transfer of general fund dollars available in the "temporary" personnel line item at the Parks Department to the Ingham County Friend of the Court, where an amount could be budgeted so as to ensure the supervision of two crews in the Parks Department for the period 10/1/04-12/31/04. Personnel supported by this resolution would supervise personnel when working on Parks projects and also provide information necessary for reporting on the program. In addition, the Parks Department has agreed to assist in the selection of appropriate persons at the Ingham County Jail for release into the project. This resolution has the support of both the Ingham County Parks Department and the Ingham County Friend of the Court.

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18 Agenda Item 5 RESOLUTION STAFF REVIEW DATE: September 7, 2004 Agenda Item Title: Resolution Authorizing a Two Month Hiring Delay Policy for the 2005 Budget Year Submitted by Controller s Office Committees: LE _*, JD_* _, CS _*, HS _*, Finance * Summary of Proposed Action: This resolution will authorize a two month hiring delay policy for The policy is proposed as follows: 1) The hiring delay will be effective for all departments, with exceptions only for positions that are funded 100% from non-general Fund sources. 2) The length of the hiring delay will be from the date of termination to the hire date. Departments will be allowed to post positions, interview candidates and make offers of employment in the interim. 3) Departments will only be able to fill vacant positions with temporary employees when funds for temporary salaries are already available within the department budget. 4) In a case where a department deems it necessary to fill a position before two months have passed, if alternative budget savings can be identified by the department outside of permanent wages and fringes, the Controller may approve a budget transfer in the amount necessary to offset savings that would have been derived by the two month hiring delay. Financial Implications: It is estimated that this two month hiring delay will result in a General Fund savings of $631,000. Other Implications: Even though the 2005 budget review has not yet been completed by the committees of the Board of Commissioners, this action is being requested at this time because some 2005 budgets will start on October 1, The 2005 budget year is the same as the 2005 calendar year, except for Fund 221 (Health Fund) and Fund 292 (Family Division Child Care Fund), for which the 2005 budget year is October 1, 2004 to September 30, Staff Recommendation: JA * JN _ HH Staff recommends approval of this resolution.

19 Agenda Item 5 Introduced by the Law Enforcement, Judiciary, Human Services, County Services and Finance Committees of the: INGHAM COUNTY BOARD OF COMMISSIONERS RESOLUTION AUTHORIZING A TWO MONTH HIRING DELAY POLICY FOR THE 2005 BUDGET YEAR WHEREAS, in order to balance the 2005 Ingham County Budget, the Controller Recommended Budget identified $2.1 million in expenditure reductions and revenue increases; and WHEREAS, $631,000 of this amount is based on the implementation of a two month hiring delay; and WHEREAS, this strategy will allow the 2005 budget to be balanced without making any permanent position reductions. THEREFORE BE IT RESOLVED, that for budget year 2005, a two month hiring delay will be implemented as detailed in the attached policy. BE IT FURTHER RESOLVED, that budget year 2005 is the same as the 2005 calendar year, except for Fund 221 (Health Fund) and Fund 292 (Family Division Child Care Fund), for which the 2005 budget year is October 1, 2004 to September 30, BE IT FURTHER RESOLVED, that the hiring delay will be effective for all departments, with the only exceptions being for positions that are funded 100% from non-general Fund sources. BE IT FURTHER RESOLVED, that departments will only be able to fill vacant positions with temporary employees when funds for temporary salaries are already available with their department budget. BE IT FURTHER RESOLVED, that in cases where a department deems it necessary to fill a position before two months have passed, if alternative budget savings can be identified by the department outside of permanent wages and fringes, the Controller may approve a budget transfer in the amount necessary to offset savings that would have been derived by the two month hiring delay.

20 2005 HIRING DELAY POLICY In order to balance the 2005 budget without making any permanent position reductions, Ingham County will impose a two month hiring delay for the 2005 budget year. (The 2005 budget year is the same as the 2005 calendar year, except for Fund 221 (Health Fund) and Fund 292 (Family Division Child Care Fund), for which the 2005 budget year is October 1, 2004 to September 30, 2005.) 1) The hiring delay will be effective for all departments. The only exceptions will be for positions that are funded 100% from non-general Fund sources. 2) The length of the hiring delay will be from the date of termination to the hire date. Departments will be allowed to post positions, interview candidates and make offers of employment in the interim, but the hire date cannot be until two months after the termination date. Months will be measured by calendar dates. For example, if the termination date is February 25, the hire date must be on or after April 26. 3) Departments will only be able to fill vacant positions with temporary employees when funds for temporary salaries are already available within the department budget. The provision of Resolution , which allows departments to hire temporary employees to fill fully vacant authorized positions for the most critical functions of the vacant positions, and for the Controller to transfer funds from permanent salaries to temporary salaries as necessary, is rescinded for ) In a case where a department deems it necessary to fill a position before two months have passed, if alternative budget savings can be identified by the department outside of permanent wages and fringes, the Controller may approve a budget transfer in the amount necessary to offset savings that would have been derived by the two month hiring delay.

21 Agenda Item 6 Introduced by the Judiciary Committee of the: INGHAM COUNTY BOARD OF COMMISSIONERS RESOLUTION HONORING ELAINE WOODRUFF WHEREAS, Elaine Woodruff began her career with Ingham County in June 1968 as a Clerk Typist for the Ingham County Probate Court, currently known as Circuit Court, Family Division; and WHEREAS, in December 1970, she was appointed to the position of Account Clerk II, in April 1973, she was appointed to the position of Clerk Steno III, and in April 1987, her title of Clerk Steno III was changed to Unit Secretary; and WHEREAS, Elaine Woodruff has for many years served as the Unit Secretary to the Intake Department, which included the Chief Attorney Referee and Intake Referees, as well as serving the Traffic and Reimbursement Referee; and WHEREAS, Elaine Woodruff, demonstrated a commitment to hard work and service to the people of Ingham County, especially in regards to traffic matters which require the greatest and technically most demanding attention to detail; and WHEREAS, Elaine Woodruff has left a manual on the handling of traffic matters, the detail of which would allow anyone to be able to step in and handle the processing of a traffic matter from filing to disposition with relative ease; and WHEREAS, Elaine Woodruff's greatest contribution to all the people she has touched is her enduring and unwavering faith in God, which has been a beacon for all to see even while we watched Elaine endure numerous life threatening illnesses and demonstrate a power to find peace even in such turmoil; and WHEREAS, Elaine Woodruff will now have time to enjoy her many other interests, and her very special family consisting of husband Gary, son and daughter-in-law Blain and Tabitha; and her two grandsons Zain and Tucker; and her newly born granddaughter Breonna; and WHEREAS, Elaine Woodruff has given the Ingham County Circuit Court, Family Division and the residents of Ingham County over 36 years of high quality service. THEREFORE BE IT RESOLVED, that the Ingham County Board of Commissioners hereby honors Elaine Woodruff for her many years of dedicated service to the County of Ingham and for the contributions she has made to the Circuit Court, Family Division. BE IT FURTHER RESOLVED, that the Board wishes her continued success in all of her future endeavors.