Meeting Information
Amended Agenda
WEDNESDAY, SEPTEMBER 16, 2015
4:00 p.m.
CONSENT AGENDA
(1) (a) Consider approval of Commission Orders;
(b) Consider approval of resolution establishing 5-Ton Commercial Weight Limit on portion
of E 2300 Road in Eudora Township (Keith Browning);
(c) Consider approval of source of payment for $143,294.50 loan to Peaslee Center
previously approved by the County Commission on August 12, 2015 (Craig Weinaug)
REGULAR AGENDA
(2) Consider proposed changes to the Douglas County Personnel Policies (Sarah Plinsky)
(3) (a) Consider approval of Accounts Payable (if necessary)
(b) Appointments
-Joint Economic Development Council (2) positions – 10/2015
-Building Code of Appeals Board (1) position
(c) Public Comment
(d) Miscellaneous
(4) Adjourn
September 16, 2015
Flory called the regular meeting to order at 4:00 p.m. on Wednesday, September 16, 2015 with all members present.
PROCLAMATION 09-16-15
Flory moved to approve a proclamation declaring September 18, 2015 as Pitt Hopkins Syndrome Awareness Day in Douglas County. Motion was seconded by Thellman and carried 3-0. Amy Adamson, Baldwin City resident, made a presentation on the Board on the very rare Pitt Hopkins Syndrome.
CONSENT AGENDA 09-16-15
Flory moved approval of the following Consent Agenda:
► Resolution 15-25 establishing a 5-ton weight limit for commercial vehicles on a portion of E 2300 Road in Eudora Township.
Motion was seconded by Gaughan and carried 3-0
PEASLEE CENTER 09-16-15
Pulled from the Consent Agenda:
Flory moved to approve the payment source for the Peaslee Center loan amount of $143,294.50 approved on August 12, 2015, as taken out of the Equipment Reserves Economic Development Account. Motion was seconded by Thellman and carried 3-0.
ADMINISTRATIVE SERVICES 09-16-15
Sarah Plinsky, Assistant County Administrator, asked the County Commission to consider proposed changes to the Douglas County Personnel Policies.
As part of the implementation of the new Financial and Human Resources Information Management System, staff is reviewing existing policies and procedures to ensure that that the County is implementing practices that work efficiently with the new system.
Proposed changes to 9.4 Wellness Leave :
Staff proposed modifying the Wellness Leave Program away from a program that rewards not using sick leave and proposing turning it into a program that supports positive activities and programs, such as participation in the HRA and Biometrics screenings. In 2015, employees were eligible for 8 hours of vacation time for participating in the screening program. This program can be expanded in 2016 once additional results are reviewed.
9.2 Vacation D. Accural Rates Proposed Changes for Vacation Leave:
Staff has proposed an increase in vacation leave rates by increasing Accrued Hours per Pay Period as follows:
Current
Proposed
Years of Service
Accrued Hours Per Pay Period
0-4 years
3.75
4.00
5-9 years
4.75
5.00
10-14 years
5.50
5.75
15+ years
6.50
6.75
Proposed Changes to 9.2 Vacation Leave, C. Maximum Accumulations and Excess Payment:
Move the calendar for the Excess Vacation payment to the regular Payroll/Benefit Calendar year as set by Payroll each year.
Proposed Changes to 9.2 Vacation Leave and 9.3 Sick Leave 1. Vacation and Sick Leave:
Modify the policy and procedure away from using the regular rate of pay for sick leave donations and moving to “hour for hour” donations.
All proposals if approved would take effect in 2016.
Flory said he was unaware the County was paying out for excess annual leave. Plinsky explained employees are eligible for a payout if they use 120 hours of vacation and can get paid for hours they have over the cap of 290 hours.
Flory said he concerned that this program doesn’t encourage employees to use their leave. He also suggested increasing the accrual amounts as follows:
Current
Proposed
Years of Service
Accrued Hours Per Pay Period
0-4 years
3.75
4.4
5-9 years
4.75
5.0
10-14 years
5.50
6.0
15-20 years
6.50
7.0
20 + years
7.75
Then, he would consider increasing the cap of vacation hour accrual from 290 hours to 320 hours. At 320 hours, no more leave accrues.
Thellman said she appreciates the amount of thought Commissioner Flory put into this. She asked if staff needed a decision today.
Plinsky said no but that a decision will be needed within the next few weeks. She can do research to bring to the Commissioners at the September 23 meeting.
Gaughan added he would like to have more detail on what Commission Flory proposed. He asked if employees can use sick leave for children. Plinsky replied yes and listed the allowed uses for sick leave.
Gaughan asked if employees were encouraged to use all of their vacation how that would affect staff levels. Plinsky said that is difficult to quantify. There is a significant number of employees that take the pay out, last year there were 3,000 hours paid out.
It was the consensus of the Board to distribute Flory’s proposal to department heads for feedback to get a feel of the operational affect on departments.
Jim Lawson, Director of IT, stated County employees used to get longevity pay. The County Commission eliminated it. Employees then saw the employment vacation payout as an alternative to the lost longevity payout. He said if you eliminate the vacation payout it will decrease pay of 65 people. If employees get more vacation and have to use it, it will cause an employee department impact.
The item will be brought back to the Commission for the September 23, 2015 meeting.
APPOINTMENT 09-16-15
Flory moved to appoint Jamie Shew to be the voting delegate at the Kansas Association of Counties 40th Annual Conference. Motion was seconded by Thellman and carried 3-0.
ACCOUNTS PAYABLE 09-16-15
Flory moved to approve accounts payable in the amount of $1,704,967.03 to be paid on 09/17/15; and payroll in the amount of $925,982.01 to be paid on 09-18-15. Motion was seconded by Thellman and carried 3-0.
Flory moved to adjourn the meeting. Motion was seconded by Gaughan and carried 3-0.
____________________________ ____________________________
James E. Flory, Chair Mike Gaughan, Vice-Chair
ATTEST:
____________________________ _____________________________
Jamie Shew, County Clerk Nancy Thellman, Member
Time and Date