Recently Formed Committee Tackling County Policies Update

By DIANNE ALWARD-BIERY

Cleaver Senior Staff Writer

HARRISON – At its March 5 meeting, the newly-instituted Clare County Board of Commissioners Policy Committee had discussion of policies which Clare County Administrator Lori Phelps stated were in need of a complete overhaul. She noted the importance of taking another look at policies and revising them to ensure their applicability and effectiveness.

At that time, Phelps had proposed a plan to review several policies at a time, and making needed changes.

Disseminated and reviewed were the COVID Preparedness Policy; Credit Card Policy; Travel Policy; Paid Sick Leave Policy; Travel Policy Procedures; and Conflict of Interest Policy.

A discussion on legal changes and best practices included Phelps’ presentation of changes in law that affect policy updates. She also noted some best practice recommendations from auditors which should be incorporated into the county’s policies.

After some discussion, committee members Marlene Housler, Rickie Fancon and George Gilmore agreed that Phelps should proceed with necessary policy updates, and present them at the next meeting for final review.

That brought the group to its April 2 meeting, where it was agreed the COVID Preparedness Policy should be eliminated.

Phelps also suggested revisions to the Travel Policy and Travel Procedures, to include using a mileage rate equivalent to the standard Internal Revenue Service rate. Also proposed was that Clare County utelize the government website that provides government pricing for lodging and medical reimbursements. Regarding the General Services Per Diem rate, it was noted that meals are only reimbursed when taken outside the county, and that would be limited to one meal per eight hours outside the county. Reference was made to a map on the aforementioned website that provides for mileage calculations. It was also recommended that the BOC Expenses/Travel Policy eliminate its use of per diem and, instead, use the county policy.

Also noted was the auditor’s directive that food may not be purchased on a county credit card, and that food charged on an individual’s credit card could be submitted on their expense report.

The Committee then moved to approve changes to the Travel Procedures Policy.

The Sick Time Policy was discussed, and Phelps informed that it doesn’t apply to full-time employees because it is exceeded by the existing benefits package. In discussing recent legislation regarding vacation, sick time and personal leave time, Phelps said that would accrue at one hour per 30 hours worked, reiterating that it only affected part-time workers.

Phelps also recommended increasing the limits in the Purchasing Policy, explaining that it is hard to justify getting three quotes for bids under $5,000. Also referenced was that placement on the Suspension and Debarment List awaits a vendor who doesn’t fulfill its contract obligation. It was suggested that three written quotes be required for projects of $10,000-$25,000 and Phelps stated the county would give preference to local contractors.

The next meeting will see discussion of the Conflict of Interest Policy, as well as Board Rules/Board Legal Handbook. It was suggested to Phelps that discussion also include a policy regarding employee Zoom watching. Phelps assured she would check with other counties to learn about their possible policies. Fancon said that if actions pertain to the employee, they should be able to attend the meeting. Phelps replied saying that problems should first be directed to the employee’s immediate supervisor, and be left up to the department heads.

A Social Media Policy also will be added to the list.

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