To: Martin L. Cousineau, Finance Committee Chairperson
From: Derrick L. Britton, Director of Veterans Services
title
RE: Application to Establish a Position-Internal Operation Manager/VSO
recommendation
BOARD ACTION REQUESTED:
Approval of a request by the Genesee County Department of Veterans Services to establish a position of Internal Operations Manager/VSO to replace a current VSO position.
BACKGROUND:
The Department of Veterans Services (DVS) has opportunities for improvements with internal processes, customer service, and appropriate oversight. This new position will help with our vision to provide better service for our internal and external customers.
DISCUSSION:
Internal Processes: Broad job HR job descriptions, but no departmental level comprehensive description of duties. Staff creating their own procedures for various programs. No auditing of processes and programs. Division of duties: Secretaries not provided specific tasks; creating tension of who is doing what. Clear chain of command as it relates to positions Secretaries who report directly to Deputy Director and Director, “no go between.” Secretaries who would take on a “senior” secretary role making decisions without policies. Customer Service: Statistical data/surveying for informed decision making. Data not readily available for the Director. No feedback from Veterans to know how we are doing. Budget/Donation oversight in conjunction with financial analyst needs improving. Grant opportunities are being missed with no dedicated, experienced grant writer. Contract oversight lacking accountability.
IMPACT ON HUMAN RESOURCES:
HR assisted with the formation of the job description in conjunction with DVS Director. Veterans Services Officer (VSO) position to be eliminated; however, the Internal Operations Manager will also be expected to maintain accreditation and conduct VSO duties as needed.
IMPACT ON BUDGET:
Non-General Fund; Veterans Millage. The annual cost increase for the elimination of the VSO and creation of the Internal Operations Manager/VSO is $8,872. The cost for this fiscal year is $3,697 (if approved in May ’24).
IMPACT ON FACILITIES:
None
IMPACT ON TECHNOLOGY:
None
CONFORMITY TO COUNTY PRIORITIES:
Developing policies and procedures. Developing an annual internal audit process. Clear chain of command within department. Data and statistics collected for informed decision making by Director. Oversight of donations, exploring grant opportunities. Ensuring contracts are followed accordingly. Healthy, Livable & Safe Communities: This position will further enhance the department’s ability to communicate available resources and services to our residents. It provides our secretaries, who are the front lines of the department, with a supervisor who is knowledgeable of the programs we manage and can make decisions without director’s involvement in most cases. Long-Term Financial Stability: This position will help ensure that departmental policies and procedures are being followed by our secretaries through accountability. Further, this position will be responsible for compiling data for the director to make informed decisions. Inclusive, Collaborative Culture: This position is expected to embrace diversity, equity, and inclusion regarding emergent need grants for Veterans; as there has been a perception of bias in the community. Transparency will be key to decisions made for grants. Community Growth: This position provides the opportunity for growth within the department to retain a high performing VSO who would otherwise only have an opportunity for Director or Deputy Director. This position will be the focal point of collaboration with agencies that the department contracts with, ensuring consistency.
resolution
TO THE HONORABLE CHAIRPERSON AND MEMBERS OF THE GENESEE COUNTY BOARD OF COMMISSIONERS, GENESEE COUNTY, MICHIGAN
LADIES AND GENTLEMEN:
BE IT RESOLVED, by this Board of County Commissioners of Genesee County, Michigan, that the request by the Director of Veterans Services to authorize establishing, posting, and filling one (1) Internal Operations Manager/Veterans Services Officer position, said new position to be funded by the Veterans Services Millage, is approved (a copy of the memorandum request and supporting documents being on file with the official records of the May 15, 2024 meeting of the Finance Committee of this Board).
BE IT FURTHER RESOLVED, that this Board finds that extenuating circumstances exist supporting waiver of the hiring freeze, and directs the Director of Human Resources to have the necessary personnel position number created, as necessary, for said position and to commence the hiring process so that the position may be filled as soon as practicable in accordance with County policy and any applicable collective bargaining agreement.