Personnel Committee

July 14, 2004

8:00 a.m.

DRAFT Minutes

Members: Kay Breed, Chair; Scott Elston, Deputy Chair; Carol Tytler; Michael McKee; Marilyn Brown; Dave Wern; Tamara Wyant; Scott Steve, Chairman of the Legislature

Others present: Ann Homer, Secretary to the Legislature/County Attorney; Annette Barber, Deputy Personnel Officer; Scott Schrader, County Administrator; Elizabeth Larkin, County Clerk; Rob Corpora, Director of Data Processing; Danny Ross

Mrs. Breed called the meeting to order at 8:06 a.m.

Approval of Minutes – moved by Mr. McKee, seconded by Mr. Brown; all members in favor, none opposed; minutes of the May meeting were approved.

 

4. Authorize Agreement, Data Processing (Folder/Sealer Machine – Mrs. Brown moved adoption; seconded by Mrs. Tytler. Mr. Corpora explained that a new folder/sealer costs about $15,000. We own this machine and this is for the service contract. It is used by several departments to fold/stuff/seal and prepare the mailing for the postage machine. We have service on this machine three to four times per year. Mr. Elston asked how many pieces it processes a year. Mr. Corpora indicates that it handles 150,000 plus per year. All members voting in favor; none opposed; motion adopted.

1. Vacancy Report – Personnel/Civil Service – Mrs. Barber distributed the most recent vacancy report. Mrs. Breed indicated that it does not appear that there are as many "not filled" positions as there were at one time. Mrs. Breed asked if there is anything the committee should be aware of. Mrs. Barber indicated there wasn’t.

 

2. Update – Personnel/Civil Service – Mrs. Barber provided an update on the unemployment claims through this point in the year. Most of the individuals on the list were those who were laid off at the end of last year. The unemployment claims for those individuals who were laid off in December have either expired or will expire shortly. Mrs. Barber answered specific questions about the report.

Mrs. Barber indicated that we are updating Deputy Treasurer’s job description. This is separate and distinct from what else is occurring. The job specification needs to be corrected. Mrs. Barber has met with Mr. Ferris and Mrs. Kennedy and is making the appropriate adjustments to the specification.

Mrs. Breed asked how you start a job description. Mrs. Barber indicated that a department head would complete a New Position Job Description outlining duties for the job and percentage of time. Then the Personnel Office reviews the description for accuracy and feasibility and once an agreement is reached, the position description is then adopted. Mrs. Breed asked how often departments review job descriptions. Should the departments be asked to do that annually or biennially? Mrs. Barber explained that when a position is vacant, the job specification is reviewed and updated.

 

3. Update on Standard Hours of Operation- Mr. Schrader indicated that he has received responses back from every department on the impact of making the standard work day 8:30 a.m. to 4:30 p.m. He is in the process of reviewing them. There are a couple of snags that he has to work out with a couple of departments, including the Unified Court System. He will provide a report in August.

 

4. MUNIS Training-Mrs. Breed indicated that she has spoken with Mr. Corpora regarding MUNIS Training. There are a couple of schools of thought about what is needed. Mrs. Breed feels most of the issues are around accounting training and not software functionality; including what accounts to use. Chairman Steve indicated that there is a MUNIS training in Philadelphia in the fall. He has authorized Mr. Schrader, Mr. Corpora, Mr. Whitt, and Mrs. Barber to attend this conference. Chairman Steve’s intent is that Mr. Corpora’s office will provided future training. Mrs. Barber’s purpose in training is to move the payroll function to the Personnel Office so she needs to be trained. Mr. Corpora indicated that one of the discussions that has been held is that Mr. Schrader would like to implement changes in MUNIS regarding the Purchase Order system and issuing Purchase Orders prior to purchase, not after the purchase. Other things that have been discussed was allowing departments to enter their own time/attendance (payroll) information. For usage of these items, further training is required. However, the current problem is that users are not familiar enough with accounting basics to enter the information and utilize the system correctly. As far as what we are doing right now, there is no additional training required right now. As far as printing reports, staff can call Mr. Corpora’s office and they will assist employees. These instructions can be posted to the web site as well. Mrs. Brown asked how employees can be hired to do financial work and not understand basic accounting. Mr. Corpora indicated that he understands that issue as well. Mr. Corpora stated that one of the biggest situations right now is that there was a change in the Chart of Accounts and people still do not understand where to put things in the new Chart of Accounts. Mrs. Breed indicated that many people have expressed their frustration about not understanding the new Chart of Accounts. Mrs. Breed asked if there is a conversion chart from the old Chart of Accounts to the new Chart of Accounts. Mrs. Breed indicated that there is a new module that would need to be added to MUNIS to facilitate the purchase order processing system. There is not a requisitioning module included in MUNIS at this time. Mr. Schrader indicated that the Comptroller’s Office offers "Municipal Accounting 101". All we have to do is ask for it. Chairman Steve indicated that there is plan to fix the situation about the lack of knowledge/education on municipal accounting.

Mrs. Larkin asked why the County Administrator doesn’t bring all the Department Heads together and tell them that this is the way it must be done. It’s the Department Heads’ responsibility. Mr. Schrader agreed that it is the responsibility of the Department Heads but the staff need to get the information as well. Employees within the department need to have the training and department heads need a better understanding of the MUNIS System.

Mr. Wern asked Mr. Corpora if we had the same problems with the Systems East program, which is what we used prior to MUNIS. Mr. Corpora believes the process was the same, just a different system. The Chart of Accounts was different and did not match the Comptroller’s Chart of Accounts and getting information out of the system was nearly impossible. When MUNIS was implemented the Chart of Accounts was completely rewritten but the rewrite was not accurate. It worked, but barely. Mr. Schrader indicated that the major difference between the MAC system and the MUNIS system is that MUNIS is much more powerful. Mr. Schrader indicated that we are not using the system nearly to its capacity.

Mrs. Breed said the real issue is what do we do to fix things. We need to get the purchasing module, we need to implement a purchasing system, and we need to issue purchase orders prior to purchasing of materials. If there is a department that is consistently using wrong accounts, we need to have some repercussion for that. We should make the Comptroller’s training mandatory for department heads and the financial people in each department.

Mrs. Tytler asked how much the new module is. Mr. Corpora responded with module, installation, training, etc., the maximum cost should be about $12,000.

Mr. Schrader outlined the plan – get the Comptroller’s Office in here to conduct Municipal Accounting 101; the four staff members will be going to Philadelphia to learn more in-depth information and understanding of MUNIS.

Mr. Wern feels that every department should have at least two people who are fully training in MUNIS.

Mr. Elston asked who in the Treasurer’s Office will be attending the MUNIS training. Mr. Schrader indicated that it is up to the Treasurer who attends. At this point, no decision has been made on who will be attending or if someone will be attending.

Mrs. Brown indicated that she feels the problems would have come to a head sooner if the department head and committee chair had been notified that the problems were on-going.

Mrs. Breed commended Mr. Corpora on his helpfulness and information that he has provided and presented on the utilization/functionality of the system. Mr. Corpora has extended offers on several occasions to provided training, assistance, and/or rewriting programs. We now know what the issues are so we can get the specific assistance.

Mr. Wern feels this committee should make a recommendation to Mr. Schrader to get the Comptroller’s training set up and to strongly encourage Mr. Ferris to send someone to Philadelphia for the MUNIS Conference.

Mrs. Breed directed Mr. Schrader to get specific information about the actual cost of the new module for MUNIS.

Mr. McKee asked what the biggest hurdle is to get us where need to be. Mr. Schrader indicated that he feels it is the availability and cooperation of the Treasurer’s staff.

 

5. Mrs. Larkin distributed a report to the committee that compiled the results of a survey conducted in the DMV regarding waiting time. When someone went to the information desk, the time was noted on the slip; the cashier then noted on the slip what time the customer arrived there so the total service time can be calculated. The chart also reflects an average amount of service time for specific time blocks. Mrs. Larkin indicated that this does not include all time in the DMV, since she would not know if someone had to wait to get to the Information Window. Mr. Schrader asked when we even make dealers go through the line. Some counties actually pick up dealer information and then mail/take it back to them. Mrs. Larkin indicated because some dealers want to actually take the paperwork with them and don’t want to leave it.

The meeting adjourned at 9:36 a.m.

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