Department Head Meeting Agenda

Meeting Date and Time: February 15, 2013 9:30 a.m.Meeting Location:Convener: Andrew Kalmar, County Administrator

Announcement Items

Monthly Safety Subject: March - Tornado Safety

Statewide Tornado Drill: 3/6 @ 9:50 a.m.

Insurance Update: Health Care Reform Update: Employee Exchange Notification Delayed

Life Insurance Options: Conversion, Premium Waiver &

Accelerated Death Benefits

Wellness Update: Know Your Numbers: 2/20 & 3/6 screening dates

Blood Drive at Wood Haven: 3/7

Website/Forms

Training Committee: Training Schedule

Staffing Options

Legal Holiday: Presidents' Day: 2/18

State of the County Address: 3/19 - Photos Needed for Slide Show

Budget Update: Sales Tax - Investment Income

Discussion ItemWorkers Comp/Safety Update: 2012 Incidents & Injuries ReportSecurity Issues: HandoutPolicy Review: OPERS Disability/Involuntary Disability Seperations

Two Minute Drill

Next Meeting DateMarch 15, 2013 9:30 a.m. Commissioners' Hearing Room

Commissioners' Hearing Rm, 5th Floor, Co. Office Bldg.

Q:\HR\Training\DeptHead\2013\Agenda.xls\Feb

Board of County Commissioners James F. Carter Doris I. Herringshaw, Ed.D. Joel M. Kuhlman

One Courthouse Square ● Bowling Green, Ohio 43402 ● phone 419-354-9100 or 1-866-860-4140 ext. 9100 fax 419-354-1522 ● www.co.wood.oh.us ● commissioners@co.wood.oh.us

SUMMARY OF DISCUSSION A meeting of the Department Heads was held on February 15, 2013, in the Commissioners’ Hearing Room with the following persons present:

Elected Official/Office/Department Representatives Ben Hendricks Britni Fackler Tom Chidester Dave Wigent Steve Puffer Lorraine Flick Dave Cecil Alan Stoots Mike Rudey Frank McLauglin Tim Hainen Dave Steiner Bridget Ansberg Amanda Gamby Dana Nemeth Brad Gilbert Wade Gottschalk Janese Diem Joe Fawcett Andrew Kalmar

Announcements

Monthly Safety Topic: March – Tornado Safety: Andrew noted that information on the Monthly Safety Topic will be forthcoming. Department Heads were asked to share this information at their next staff meeting. He noted that departments should have operational weather radios in their offices. The annual tornado drill will be held on March 6 at 9:50 a.m. Andrew asked that Department Heads remind their employees to wait until the announcement is made before reporting to their tornado safe areas.

Insurance Update: Pam reported that the federally required exchange notification has been delayed. She also noted the life insurance options available for employees who are on a leave of absence or recently separated service.

Wellness Update: The “Know Your Numbers” campaign is underway. Screenings are scheduled for February 20 at the Dunbridge Road Building and on March 6 in the Office Building. A blood drive is scheduled for March 7 at Wood Haven from 9 a.m. to 2 p.m. Employees may register online at www.givelife.org using sponsor code: woodcoemployees. A reminder was offered regarding wellness forms noting that pre-registration is not required for 2013 programs.

Training Update: The Training Committee is hosting Ethics Training in April. Sessions will be held at the First United Methodist Church on East Wooster Street. Supervisor’s training is also being scheduled for September 25. More information will be forthcoming.

Staffing Options: Andrew provided an update on some staffing changes taking place with a few offices. With the uncertainty of the legislation governing Solid Waste Management Districts at the State level, the Commissioners are not replacing the director for the department at this time. The Planning Commission has a vacancy within their office following the promotion of the Administrative Assistant to the Planner. When vacancies such as this occur, the Commissioners look at common duties that can be performed by existing staff. In order to accomplish this, a current employee will relocate to the Commissioners’ Office. The Commissioners’ Office will also answer phones for the Solid Waste Management District. Duties will be rearranged within the Commisssioners’ Office to provide support to the Planning Commission regarding their grants and human resources. The two Solid Waste Management District employees will be relocated to the old IT office on the fifth floor of the County Office Building. By sharing resources, the Commissioners hope to operate in a more efficient and cost effective manner.

Offices Closed: Andrew reminded attendees that Monday, February 18 is Presidents’ Day. Offices will be closed on that day.

State of the County Address: The Commissioners will present the annual State of the County Address on March 19 in the Atrium. Andrew encouraged all Department Heads to attend. While the event begins at 7:30 a.m., the presentation will begin at 8 a.m. If anyone has photos of departmental activities to share please forward them to Janese Diem for inclusion in the slide show.

Budget Update: Joe noted that the sales tax revenue is up, while the investment income is down from this time last year. Andrew noted that the Governor’s proposals may change sales tax revenue which is the largest single source of income for the County.

Discussion Item

Workers’ Compensation Costs: Risk Coordinator Steve Puffer presented a summary of Worker’s Compensation Claims for 2012. He noted that overall the number of injuries were down slightly from 2012. He encouraged employees to complete incident reports immediately following an incident, or by the end of the employee’s shift at the latest. Costs associated with the claims was also reviewed.

Security Issues: Tom Chidester reviewed a handout regarding workplace violence. He encouraged departments to review security measures within their offices and especially with new employees. He offered his assistance to anyone needing help in reviewing their security measures.

Policy Review: OPERS Disability/Involuntary Disability Separation: Janese reviewed a few changes regarding OPERS disability. The changes noted in the information released by OPERS state that when making a disability determination, OPERS will look to see if the employee is unable to perform any job, not just their current job. This is also true of employees who were previously approved for disability under OPERS. An involuntary disability separation is an option which provides a two year reinstatement period if medical evidence shows that an employee is incapable of performing the employee’s essential job duties due to the disabling condition. Before having discussions with employees, reach out for the Prosecutor’s Office for assistance as these can be delicate matters.

Two Minute Drill

Dave Cecil (Wood Haven) provided a tribute to Sue Coker, who passed away earlier in the week. Sue served as the Director of Nursing at the nursing home. Brad Gilbert (Emergency Management) noted that a Skywarn Class is scheduled for February 26 at Lake High School. Al Stoots (EGLC Maintenance) noted that staff is busy working on water issues at Wood Haven and heating at the Justice Center. Tim Hainen (Courthouse Maintenance) reported that former staff member Gary Kerr recently passed away in California. He also noted that an ADA restroom is being installed on the first floor of the Office Building behind the snack bar. Dave Steiner (Planning) stated that tax incentive review is underway. Work on the Moving Ohio Forward grant is also underway. Thirteen homes are scheduled for demolition through this program. Wade Gottschalk (Economic Development) announced that the annual dinner is scheduled for March 20. The new vistors guide is being printed. If anyone would like copies to distribute contact their office. Dave Wigent (Job and Family Services) reported that Tonya Camden has been promoted to supervisor. Medicaid changes are still being reviewed. Ben Hendricks (IT) announced that the IT Office now has a door following their relocation on the third floor of the Office Building. A part time employee has also been hired to provide help-desk assistance. Tim Brown (Juvenile Court) stated that the Court is collaborating with Job and Family Services on a teen mentoring program. The Family and Children First Council is also working on a website for families and kids that will provide resourceful information. Mike Rudey (Building Inspection) reported that the staff is reviewing items on the records retention schedule and disposed of 46 boxes this year. He also noted that permit activity is positive. Lorraine Flick (Wood Lane) stated that a new process for alternative assessments is being implemented at Wood Lane. Amanda Gamby (Solid Waste Management District) noted that year end reports are being compiled. Dana Nemeth (Historical Museum) stated that the Spring Opening is April 6. New exhibits are in the works and include the time capsule from the former BG High School. Frank McLaughlin (Child Support) noted that a agency is looking at taking part in the new state incentive program. The program focuses on prioritizing work loads. Britni Fackler (ADAMHS) reported that work on strategic planning continues. The hiring process for the Associate Director position is also underway. Steve Puffer (Commissioners) reminded attendees to step carefully outdoors and wear appropriate footwear for the weather. Pamela Boyer (Commissioners) reported that OPERS has issued a new form regarding independent contractors. A notice was sent out to have former independent contractors. While records retention may say you can destroy a document, some records may be need as OPERS is permitting a five year lookback. Contact the Prosecutor’s Office if in doubt regarding if an individual is indeed an independent contractor. Janese Diem (Commissioners) noted that work on the annual report is underway. She also noted that the Employee Handbook has been submitted to the Prosecutor’s Office for final approval. The next Department Head meeting will be held in the Commissioners’ Hearing Room on March 15, 2013, at 9:30 a.m. cc: BCC Elected Officials and Department Heads

Steve Spirn file

SALES TAX RECEIPTSSALES MTH

MTH REC'D 2009 2010 2011 2012 2013 % Increase/

Decrease

Oct/Nov Jan 1,173,437.89 1,228,739.24 1,209,581.56 1,331,732.05 1,360,268.46 2.14%

Nov/Dec Feb 1,235,650.03 1,242,323.44 1,334,687.12 1,438,903.20 -100.00%

Dec/Jan March 1,624,899.07 1,586,269.22 1,679,205.12 1,777,054.87 -100.00%

Jan/Feb April 1,156,733.74 1,099,831.32 1,203,496.48 1,347,080.28 -100.00%

Feb/Mar May 1,121,125.65 1,087,436.03 1,219,855.86 1,196,920.61 -100.00%

Mar/Apr June 1,251,829.21 1,235,648.78 1,408,791.49 1,437,031.95 -100.00%

April/May July 1,192,141.37 1,136,735.01 1,273,023.75 1,392,474.22 -100.00%

May/June August 1,250,243.05 1,229,828.60 1,367,016.66 1,465,186.98 -100.00%

June/July Sept 1,339,726.57 1,385,570.14 1,530,064.96 1,531,507.03 -100.00%

July/Aug Oct 1,228,916.65 1,335,768.84 1,419,311.90 1,354,029.28 -100.00%

Aug/Sept Nov 1,256,007.79 1,576,819.09 1,365,082.51 1,441,118.37 -100.00%

Sept/Oct Dec 1,198,904.77 1,360,858.77 1,387,399.76 1,463,597.74 -100.00%

TOTAL 15,029,615.79 15,505,828.48 16,397,517.17 17,176,636.58 1,360,268.46

Total thru January '12 1,331,732.05% of Increase/Decrease 2.14% $28,536.41

2013 Estimate $16,000,000.00% of Estimate Received 8.50%

March Comparison

$1,173,438

$1,228,739$1,209,582

$1,331,732$1,360,268

$1,000,000

$1,050,000

$1,100,000

$1,150,000

$1,200,000

$1,250,000

$1,300,000

$1,350,000

$1,400,000

2008 2009 2010 2011 2012

*Indicates adjustments made by the Dept. of Taxation

More compared to same time last year

$1,173,437.89 $1,228,739.24 $1,209,581.56 $1,331,732.05 $1,360,268.46

$15,029,615.79$15,505,828.48

$16,397,517.17$17,176,636.58

$-

$2,000,000.00

$4,000,000.00

$6,000,000.00

$8,000,000.00

$10,000,000.00

$12,000,000.00

$14,000,000.00

$16,000,000.00

$18,000,000.00

$20,000,000.00

2009 2010 2011 2012 2013

YTD TotalsYearly Totals

**

Q:\HR\Training\DeptHead\2013\sales tax\Feb info.xls Rev.2/22/2013

INVESTMENT INCOME - GENERAL FUND

MONTH REC'VD 2009 2010 2011 2012 2013

Monthly Amount Available to Invest

% Increase/ Decrease

Jan 159,932.25 34,364.27 55,729.97 63,328.48 61,282.21 125,678,257.65 -3.23%

Feb 256,392.46 165,135.57 204,411.10 88,281.68 -100.00%

March 251,274.81 218,878.95 177,021.17 516,638.79 -100.00%

April 374,611.77 164,068.95 98,244.38 150,957.80 -100.00%

May 195,405.17 249,619.58 230,512.41 145,269.80 -100.00%

June 384,323.52 295,737.60 107,532.42 73,654.18 -100.00%

July 36,577.45 13,231.06 76,313.30 64,872.63 -100.00%

August 219,907.44 176,140.67 123,470.37 91,391.78 -100.00%

Sept 225,442.64 184,692.81 152,444.22 94,035.43 -100.00%

Oct 208,876.87 264,333.34 96,107.89 110,654.40 -100.00%

Nov 255,861.00 225,722.18 200,657.24 77,307.93 -100.00%

Dec 188,292.91 97,710.03 58,347.99 58,152.64 -100.00%

TOTAL $2,756,898.29 $2,089,635.01 $1,580,792.46 $1,534,545.54 $61,282.21 -96.01%

Total thru January '12 $63,328.48% of Increase/Decrease -3.23% -$2,046.27

2013 Estimate $1,500,000.00% Received of Estimate 4.09%

more than same period last year

$159,932.25$34,364.27 $55,729.97 $63,328.48 $61,282.21

$2,756,898.29

$2,089,635.01

$1,580,792.46 $1,534,545.54

$0.00

$500,000.00

$1,000,000.00

$1,500,000.00

$2,000,000.00

$2,500,000.00

$3,000,000.00

2009 2010 2011 2012 2013

YTD TotalsYearly Totals

Q:\HR\Training\DeptHead\2013\investment income\feb.XLS Rev.2/22/2013