Approved 5/17/05

 

 

COUNTY SERVICES

May 3, 2005

Minutes

 

Members Present:         Victor Celentino, Dale Copedge, Debbie DeLeon, Andy Schor, Mike Severino, Don Vickers and Board Chairperson Mark  Grebner

 

Members Absent:         None

 

Others Present:             Harold Hailey, Jerry Ambrose, Ken Sperber, Rodney Taylor, Jared Cypher and Jaeson Fournier

 

The meeting was called to order by Chairperson Celentino at 7:02 p.m. in the Personnel Conference Room of the Human Services Building, 5303 S. Cedar, Lansing.

 

Approval of the April 19, 2005 Minutes

MOVED BY COMM. SCHOR, SUPPORTED BY COMM. VICKERS, TO APPROVE THE APRIL 19 MINUTES AS SUBMITTED.  MOTION CARRIED UNANIMOUSLY.

 

Additions to the Agenda

1c.       Substitute Resolution from Human Services Committee

2.         Substitute Resolution

4a.       Substitute Resolution

4b.       Resolution Tabled by the Law Enforcement, Judiciary and Human Services Committees

4c.       Late – Resolution to Rescind and Cancel Resolution Approving Generic Service Credit Purchase for County Employee David B. Roe

 

Limited Public Comment:          None

 

MOVED BY COMM. SEVERINO, SUPPORTED BY COMM. VICKERS, TO APPROVE A CONSENT AGENDA FOR THE FOLLOWING ITEMS:

 

1.         Health Department

a.         Resolution to Authorize a Subcontract with the Capital Area Youth Alliance to Partner in the Kellogg Foundation Grant

c.         Resolution to Establish a Pediatric Health Center at 901 East Mt. Hope Avenue, Lansing

 

MOTION CARRIED UNANIMOUSLY.

 

MOVED BY COMM. SEVERINO, SUPPORTED BY COMM. VICKERS, TO APPROVE THE ITEMS ON THE CONSENT AGENDA.  MOTION CARRIED UNANIMOUSLY.

 

1b.       Health Department – Resolution to Authorize Amendment Number Three to the 2004-2005 Comprehensive Planning,  Budgeting and Contracting Agreement with the Michigan Department of Community Health

 

MOVED BY COMM. DELEON, SUPPORTED BY COMM. COPEDGE, TO APPROVE THE RESOLUTION TO AUTHORIZE AMENDMENT NUMBER THREE TO THE 2004-2005 COMPREHENSIVE PLANNING, BUDGETING AND CONTRACTING AGREEMENT WITH THE MICHIGAN DEPARTMENT OF COMMUNITY HEALTH.

 

In response to Comm. Schor, Mr. Fournier explained funding would be allocated within the County in areas where there are high percentages of infant mortality. 

 

MOTION CARRIED UNANIMOUSLY.

 

3.         MIS Department/Jury Administration – Informational Item – Status Update from Jury Administration

 

Mr. Taylor, MIS Director, reviewed the update information as contained in a memorandum dated April 14, 2005.  He stated Jury Administration (Administration) has made significant changes which have greatly improved the jury system.  The memorandum outlined these changes.

 

Postage – Several months ago a sample of 100 questionnaires were mailed with return postage during a second mailing.  The second mailing is sent to people who have not responded to the first mailing earlier in the year.  Overall, the non-response rate for this second mailing was equal to previous years (61%).  From the sample questionnaire, 12% more people returned the second questionnaire.  Due to this increase, the Administration is recommending that return postage be included in the first mailing only.  An additional $12,000 would be required to cover the cost of the additional postage.

 

Non-Response Rate – Mr. Taylor stated the previous non-response rate had been over 20%.  The average non-response rate over the past five years is now just under 15%.  Two new tactics will be used to help reduce the non-response rate further.  The first tactic will involve education.  A public service announcement has been created to help citizens understand the importance of returning the questionnaire.  The cost to produce the announcement was $600.  Local televisions have agreed to show the video in late June. 

 

The next tactic is much more aggressive.  The Jury Board can require any person to appear before the Jury Board for the purpose of testifying under oath concerning their qualification to serve as a juror.  The County Attorney has been contacted to assist in establishing a procedure for calling in citizens who did not respond to questionnaires.  The Administration will call in ten people from the 2004/2005 jury pool who did not respond to the questionnaire.  The success of this tactic will be evaluated to determine its viability for the future.  A media outlet has been contacted and is interested in writing a story on this as the Administration moves forward.  Mr. Taylor explained the hope is that by holding more people accountable for not responding, the future non-response rate will be reduced.

 

CATA Juror Free Ride Program – It has been determined by a 2005 survey, that a lack of transportation is an obstacle for some citizens in meeting their civic duty of serving as a juror.  The 30th Circuit Court and the Administration has been working with the Capital Area Transportation Authority to develop the CATA Juror Free Ride Pilot Program.  The Program began on November 1, 2004 and ended in February, 2005.  CATA provided 120 tokens to service customers in Lansing, East Lansing and Meridian and Delhi Townships.  Juror Free Ride Cards were distributed to summoned jurors with their summons. 

 

During the pilot phase, 72 regular tokens were used by thirteen jurors.  Three Spec Tran tokens were used by one juror.  The response from the jurors who participated in this program was favorable.  Currently, the Circuit Court is examining ways to continue the program without incurring costs. 

 

Improved Questionnaire – Mr. Taylor stated the State of Michigan has required a few changes to the basic questionnaire for the 2005/2005 jury year.  The Administration and the Jury Board used this as an opportunity to evaluate the effectiveness of the questionnaire.  The goal is to ensure that the form was easy to read and understand. 

 

Comm. Schor stated great improvements are being made in Jury Administration.  He then asked when the return postage is charged to the County.  Mr. Taylor stated the County would only be charged for the postage if the material is returned.  In response to Comm. Copedge, Mr. Taylor explained jury parking arrangements are up to each individual court.  He also explained to Comm. DeLeon that the return postage paid envelopes would only be provided in the first mailing.

 

Chairperson Grebner stated dramatic changes have been made recently.  He then stated he would attend the next Jury Board meeting to discuss recommendations, and he will also follow through with the changes.  Residents have to know they will be held accountable for not returning their summonses.  With this Committee’s support he will go forth and work with the Jury Board on further changes.

 

Comm. Severino commended Mr. Taylor for his efforts regarding the jury process.  He then expressed his concern that it may not be appropriate for the media to film people who have been called in to court for not responding to their questionnaires or summonses.  Mr. Taylor stated this matter would be discussed further at the next Jury Board meeting.  Comm. Severino suggested the Jury Board determine a more dignified manner of approaching the non-responders before resorting to the media.

 

Comm. Copedge asked about on-line returns or alternative drop off sites.  Mr. Taylor explained the Board of Commissioners would address a resolution at their next meeting regarding an eJuror software system.  This System would allow prospective jurors to easily request excusals, deferrals, or postponements of service at anytime of the day or night. Information submitted online would be immediately available to court staff. 

 

The Committee discussed other ways to improve the response rate of residents.  Comm. Copedge suggested reminder cards could be sent to prospective jurors earlier in the process, before they lose or forget about their questionnaires.  Comm. Vickers suggested a pre-survey be developed.  This pre-survey would inform residents that they would soon be receiving a jury questionnaire.  Mr. Taylor stated the suggestions would be addressed by the Jury Board. 

 

4.         Controller’s Office

            b.         Resolution Updating Various Fees for County Services

 

MOVED BY COMM. COPEDGE, SUPPORTED BY COMM. VICKERS, TO APPROVE THE RESOLUTION UPDATING VARIOUS FEES FOR COUNTY SERVICES.  MOTION CARRIED with Comm. Severino voting NO.

 

c.         Late – Resolution to Rescind and Cancel Resolution Approving Generic Service Credit Purchase for County Employee David B.  Roe

 

MOVED BY COMM. SEVERINO, SUPPORTED BY COMM. SCHOR, TO APPROVE THE RESOLUTION TO RESCIND AND CANCEL RESOLUTION APPROVING GENERIC SERVICE CREDIT PURCHASE FOR COUNTY EMPLOYEE DAVID B. ROE.

 

Mr. Ambrose explained the employee has requested a refund of purchased service credit because the amount paid to MERS is not sufficient to cover the number of years the employee thought it would purchase.  He provided additional background information regarding this item.  Approving this Resolution would not have any financial implications for the County. 

 

In response to Comm. Severino, Mr. Hailey explained there is a standing resolution which allows employees to purchase service credit.  That resolution was approved by the Board of Commissioners several years ago.  The Committee held a general discussion regarding the resolution which approved the purchase of service credit.

 

MOTION CARRIED UNANIMOUSLY.

 

Announcements

Comm. Vickers stated the recent activities at the Animal Control Office went very well.  The community, and Comm. Thomas, seemed to have enjoyed the day.

 

Public Comment:          None

 

The meeting adjourned at 7:47 p.m.

 

Respectfully submitted,

 

 

 

Debra Neff