County Policies

County of Jackson Policy No 5010 Administration (PDF)

County of Jackson
Policy Manual

ADMINISTRATIVE POLICY NO. 5010
ARTICLE I
LEGAL SERVICES

The County Administrator/Controller and/or the Human Resources Director shall report significant developments for all current or pending litigation to the full Board of Commissioners.

To obtain the services of legal counsel, an Elected Official or Department Head shall contact the Human Resources Director in all labor matters and the County Administrator/Controller in all remaining matters.

The Chairman and/or Vice-Chairman of the Board of Commissioners may also seek the services of legal counsel on County issues as they deem necessary. The Commissioners’ Order of Succession Policy, Board Rule 4080, may apply here if the Chairperson or Vice Chairperson is unavailable.

Adopted: December 18, 2001
Last Revised: September 28, 2004

Cross References: 4080 - Order of Succession

County of Jackson Policy No 5015 Legal Review (PDF)

County of Jackson
Policy Manual

ADMINISTRATIVE POLICY NO. 5015
ARTICLE I.V
LEGAL REVIEW

The Administrator/Controller shall be made aware of and shall have the opportunity to review, or request legal review, of any and all documents and proposed actions of boards or commissions which may legally or financially obligate the County of Jackson, before any such documents are executed or any such proposed action is taken, if the Administrator/Controller determines that such review is in the best interest of the County of Jackson.

Exceptions shall be made for renewals of existing contracts that do not change the obligation of Jackson County.

Adopted: April 20, 2004
Last Reviewed: December 15, 2009

County of Jackson Policy No 5020 Personal & NSF Checks (PDF)

County of Jackson
Policy Manual

ADMINISTRATIVE POLICY NO. 5020
ARTICLE II
PERSONAL & NSF CHECKS

Employees’ personal checks or Jackson County payroll checks are not to be cashed in any County offices other than for payment of services.

Two party checks are not acceptable.

Checks returned by the bank (i.e., NSF) are subject to a $35.00 returned check charge. Persons or businesses with checks returned by the bank (i.e., NSF) forfeit the privilege of making future payments with checks. This will remain in effect for a period of two (2) years after the voluntary rectification of funds and penalties. If collection by court action is necessary or if there are any future returned checks after the two (2) year period, this will result in forfeiting the ability to pay by check for future transactions.

County departments are required to contact customers who have presented bad checks and collect from them. Checks unable to be collected by conventional means shall be turned over to the Prosecuting Attorney’s Office for collection. (Procedures are available through the County Treasurer’s Office.)

Adopted: December 18, 2001
Last Revised: March 16, 2004                                                                                                                               Last Reviewed: December 15, 2009

County of Jackson Policy No 5030 Deposit of Departmental Revenues (PDF)

County of Jackson
Policy Manual

ADMINISTRATIVE POLICY NO. 5030
ARTICLE III
DEPOSIT OF DEPARTMENTAL REVENUES

County departments are required to make weekly deposits into the Jackson County General Account no later than one business day following the end of the week or whenever they have received $10,000 or more. Monies received through two business days prior to month end must be deposited in the Jackson County General Account by the last business day of that month.

Adopted: December 18, 2001
Last Reviewed: December 15, 2009

County of Jackson Policy No 5040 Freedom of Information (PDF)

County of Jackson
Policy Manual

ADMINISTRATIVE POLICY NO. 4050
ARTICLE IV
FREEDOM OF INFORMATION

It is the public policy of this state that all persons (except those persons incarcerated in state or local correctional facilities) are entitled to full and complete information regarding the affairs of government and the official acts of those who represent them as public officials and public employees.

The people shall be informed so that they may fully participate in the democratic process.

Consistent with the Michigan Freedom of Information Act (FOIA), Public Act 442 of 1976, the following is the Written Public Summary of the County’s FOIA Procedures and Guidelines relevant to the general public.

This is only a summary of the County’s FOIA Procedures and Guidelines. For more details and information, copies of the County’s FOIA Procedures and Guidelines are available at no charge at any County office and on the County’s website: www.co.jackson.mi.us.

1. How do I submit a FOIA request to the County?

• A request must sufficiently describe a public record so as to enable the County to find it.
• Please include the words “FOIA” or “FOIA Request” in the request to assist the County in providing a prompt response.
• Requests to inspect or obtain copies of public records prepared, owned, used, possessed or retained by the County may be submitted on the County’s FOIA Request Form, in any other form of writing (letter, fax, email, etc.), or by verbal request.

• Any verbal request will be documented by the County on the County’s FOIA Request Form.
• No specific form to submit a written request is required. However a FOIA Request Form and other FOIA-related forms are available  for  your  use  and  convenience on  the County’s website at www.co.jackson.mi.us and at the County Administrator’s Office, Jackson County, 120 W. Michigan Ave., Jackson, MI 49201.

• Written requests may be delivered to the County Administrator’s Office in person or by mail: Attn: Michael Overton, County Administrator, FOIA Coordinator, Jackson County, 120 W. Michigan Ave., Jackson, MI 49201.
• Requests may be faxed to:  517-788-4404. To ensure a prompt response, faxed requests should contain the term “FOIA” or “FOIA Request” on the first/cover page.
• Requests may be emailed to:  dwilson@mijackson.org . To ensure a prompt response, email requests should contain the term “FOIA” or “FOIA Request” in the subject line.

2. What kind of response can I expect to my request?

• Within 5 business days after receiving a FOIA request the County will issue a response. If a request is received by fax or email, the request is deemed to have been received on the following business day. The County will respond to your request in one of the following ways:

• Grant the request,
• Issue a written notice denying the request,
• Grant the request in part and issue a written notice denying in part the request,
• Issue a notice indicating that due to the nature of the request the County needs an additional 10 business days to respond, or
• Issue a written notice indicating that the public record requested is available at no charge on the County’s website

• If the request is granted, or granted in part, the County will ask that payment be made for the allowable fees associated with responding to the request before the public record is made available.
• If the cost of processing the request is expected to exceed $50, or if you have not paid for a previously granted request, the County will require a deposit before processing the request.

3. What are the County’s deposit requirements?

• If the County has made a good faith calculation that the total fee for processing the request will exceed $50.00, the County will require that you provide a deposit in the amount of 50% of the total estimated fee. When the County requests the deposit, it will provide you a non-binding best efforts estimate of how long it will take to process the request after you have paid your deposit.
• If the County receives a request from a person who has not paid the County for copies of public records made in fulfillment of a previously granted written request, the County will require a deposit of 100% of the estimated processing fee before it begins to search for the public record for any subsequent written request when  all of the following conditions exist:

• The final fee for the prior written request is not more than 105% of the estimated fee;
• The public records made available contained the information sought in the prior written request and remain in the County's possession;
• The public records were made available to the individual, subject to payment, within the best effort time frame estimated by the County to provide the records;
• Ninety (90) days have passed since the County notified the individual in writing that the public records were available for pickup or mailing;
• The individual is unable to show proof of prior payment to the County; and
• The County has calculated an estimated detailed itemization that is the basis for the current written request’s increased fee deposit.

• The County will not require the 100% estimated fee deposit if any of the following apply:

• The person making the request is able to show proof of prior payment in full to the County;
• The County is subsequently paid in full for all applicable prior written requests; or
• Three hundred sixty-five (365) days have passed since the person made the request for which full payment was not remitted to the County.

4. How does the County calculate FOIA processing fees?

  The Michigan FOIA statute permits the County to charge for the following costs associated with processing a request:

• Labor costs associated with copying or duplication, which includes making paper copies, making digital copies, or transferring digital public records to non-paper physical media or through the Internet.
• Labor costs associated with searching for, locating and examining a requested public record, when failure to charge a fee will result in unreasonably high costs to the County.
• Labor costs associated with a review of a record to separate and delete information exempt from disclosure, when failure to charge a fee will result in unreasonably high costs to the County.
• The cost of copying or duplication, not including labor, of paper copies of public records. This may include the cost for copies of records already on the County’s website if you ask for the County to make copies.
• The cost of computer discs, computer tapes or other digital or similar media when the requester asks for records in non-paper physical media. This may include the cost for copies of records already on the County’s website if you ask for the County to make copies.
• The cost to mail or send a public record to a requestor.

  Labor Costs

• All labor costs will be estimated and charged in 15-minute increments, with all partial time increments rounded down. If the time involved is less than 15 minutes, there will be no charge.
• Labor costs will be charged at the hourly wage of the lowest-paid County employee capable of doing the work in the specific fee category, regardless of who actually performs work.
• Labor costs will also include a charge to cover or partially cover the cost of fringe benefits. County may add up to 50% to the applicable labor charge amount to cover or partially cover the cost of fringe benefits, but in no case may it exceed the actual cost of fringe benefits.
• Overtime wages will not be included in labor costs unless agreed to by the requestor; overtime costs will not be used to calculate the fringe benefit cost.
• Contracted labor costs will be charged at the hourly rate of $48.90 (6 times the state minimum hourly wage).

A labor cost will not be charged for the search, examination, review and the deletion and separation of exempt from nonexempt information unless failure to charge a fee would result in unreasonably high costs to the County. Costs are unreasonably high when they are excessive and beyond the normal or usual amount for those services compared to the County’s usual FOIA requests, because of the nature of the request in the particular instance. The County must specifically identify the nature of the unreasonably high costs in writing.

Copying and Duplication

The County must use the most economical method for making copies of public records, including using double-sided printing, if cost-saving and available.

Non-paper Copies on Physical Media

The cost for records provided on non-paper physical media, such as computer discs, computer tapes or other digital or similar media will be at the actual and most reasonably economical cost for the non-paper media.

This cost will be charged only if the County has the technological capability necessary to provide the public record in the requested non-paper physical media format.

Paper Copies

• Paper copies of public records made on standard letter (8 ½ x 11) or legal (8 ½ x 14) sized paper will not exceed $.10 per sheet of paper.
• Copies  for  non-standard  sized  sheets  will  paper  will  reflect  the  actual  cost  of reproduction.

Mailing Costs

• The cost to mail public records will use a reasonably economical and justified means.
• The County may charge for the least expensive form of postal delivery confirmation.
• No cost will be made for expedited shipping or insurance unless you request it.

Waiver of Fees

The cost of the search for and copying of a public record may be waived or reduced if in the sole judgment of the FOIA Coordinator a waiver or reduced fee is in the public interest because it can be considered as primarily benefitting the general public. The County Board of Commissioners may identify specific records or types of records it deems should be made available for no charge or at a reduced cost.

5. How do I qualify for an indigence discount on the fee?

  The County will discount the first $20.00 of fees for a request if you submit an affidavit stating that you are:

• Indigent and receiving specific public assistance; or
• If not receiving public assistance, stating facts demonstrating an inability to pay because of indigence.

  You are not eligible to receive the $20.00 discount if you:

• Have previously received discounted copies of public records from the County twice during the calendar year; or
• Are requesting information on behalf of other persons who are offering or providing payment to you to make the request.

An  affidavit  is  sworn  statement. For  your  convenience, the  County  has  provided an  Affidavit of Indigence for the waiver of FOIA fees on the back of the County FOIA Request Form, which is available on the County’s website: www.co.jackson.mi.us.

6. May a nonprofit organization receive a discount on the fee?

A nonprofit organization advocating for developmentally disabled or mentally ill individuals that is formally designated by the state to carry out activities under subtitle C of the federal developmental disabilities assistance and bill of rights act of 2000, Public Law 106-402, and the protection and advocacy for individuals with mental illness act, Public Law 99-319, may receive a $20.00 discount if the request meets all of the following requirements in the Act:

• Is made directly on behalf of the organization or its clients.
• Is made for a reason wholly consistent with the mission and provisions of those laws under section 931 of the mental health code, 1974 PA 258, MCL 330.1931.
• Is accompanied by documentation of its designation by the state, if requested by the public body.

7. How may I challenge the denial of a public record or an excessive fee? Appeal of a Denial of a Public Record

If you believe that all or a portion of a public record has not been disclosed or has been improperly exempted from disclosure, you may appeal to the County Board of Commissioners by filing a written appeal of the denial with the office of the County Board of Commissioners.

The appeal must be in writing, specifically state the word “appeal,” and identify the reason or reasons you are seeking a reversal of the denial. You may use the County FOIA Appeal Form (To Appeal a Denial of Records), which is available on the County’s website:  www.co.jackson.mi.us .

The County Board of Commissioners is not considered to have received a written appeal until the first regularly scheduled County Commission meeting following submission of the written appeal. Within 10 business days of receiving the appeal the County Board of Commissioners will respond in writing by:

• Reversing the disclosure denial;
• Upholding the disclosure denial; or
• Reverse the disclosure denial in part and uphold the disclosure denial in part.

Whether or not you submitted an appeal of a denial to the County Board of Commissioners, you may file a civil action in the County Circuit Court within 180 days after the County's final determination to deny your request. If you prevail in the civil action the court will award you reasonable attorneys’ fees, costs and disbursements. If the court determines that the County acted arbitrarily and capriciously in refusing to disclose or provide a public record, the court shall award you damages in the amount of $1,000.

Appeal of an Excess FOIA Processing Fee

If you believe that the fee charged by the County to process your FOIA request exceeds the amount permitted by state law, you must first appeal to the County Board of Commissioners by filing a written appeal for a fee reduction to the office of the County Board of Commissioners.

The appeal must specifically state the word “appeal” and identify how the required fee exceeds the amount permitted. You may use the County FOIA Appeal Form (To Appeal an Excess Fee), which is available at the County Building and on the County’s website:  www.co.jackson.mi.us .

The County Board of Commissioners is not considered to have received a written appeal until the first regularly scheduled County Commission meeting following submission of the written appeal. Within 10 business days after receiving the appeal, the County Board of Commissioners will respond in writing by:

• Waiving the fee;
• Reducing the fee and issue a written determination indicating the specific basis that supports the remaining fee;
• Upholding the fee and issue a written determination indicating the specific basis that supports the required fee; or
• Issuing a notice detailing the reason or reasons for extending for not more than 10 business days the period during which the County Board of Commissioners will respond to the written appeal.

Within 45 days after receiving notice of the County Board of Commissioner’s determination of the processing fee appeal, you may commence a civil action in the County Circuit Court for a fee reduction. If you prevail in the civil action by receiving a reduction of 50% or more of the total fee, the court may award all or appropriate amount of reasonable attorneys’ fees, costs and disbursements. If the court determines that the County acted arbitrarily and capriciously by charging an excessive fee, court may also award you punitive damages in the amount of $500.

Adopted: December 18, 2001
Last Revised: June 16, 2015

County of Jackson Policy No 5050 Absences of Department Heads Reporting to Outside Boards and Commissions (PDF)

County of Jackson
Policy Manual

ADMINISTRATIVE POLICY NO. 5050
ARTICLE V
ABSENCES OF DEPARTMENT HEADS REPORTING TO OUTSIDE BOARDS AND COMMISSIONS

When a department head who reports to an outside board or commission is scheduled to be out of the department during the work week for a period of time longer than one (1) day, the department head shall notify the chair of his/her respective outside board or commission. The notification is to include the date(s) the department head is expected to be absent and the person designated to be in charge of the department during the period.

Adopted: December 18, 2001
Last Revised: January 19, 2010

County of Jackson Policy No 5060 Department Head Agenda Requests (PDF)

County of Jackson
Policy Manual

ADMINISTRATIVE POLICY NO. 5060
ARTICLE VI
DEPARTMENT HEAD AGENDA REQUESTS

The Board of Commissioners requires each department making any report or request of any of the Commission's committees to submit a brief written summary of the report or request to be included with the committee agendas by the submission deadline as scheduled by the Administrator/Controller.

Adopted:  December 18, 2001
Last Revised:  January 19, 2010

County of Jackson Policy No 5070 Conference and Travel Expenses (PDF)

County of Jackson
Policy Manual

ADMINISTRATION POLICY NO. 5070
CONFERENCE AND TRAVEL EXPENSES

Employees shall be entitled to payment of their reasonable expenses of travel when on county business.  The following defines the conference and travel expense policy as established by the Jackson County Board of Commissioners for Jackson County employees, Court employees and Elected Officials. All conference/seminar/training expenses must be in each department's budget prior to expenditure and shall be in accordance with IRS guidelines.

1. Allowable Expenses:

1. Air, Automobile Train,

1. Air travel is limited to coach fares.

2. Conference/seminar registration fee

1. If the registration deadline is missed, the attendee may be required to pay any late or additional registration fee.

3. Employees shall be reimbursed for actual and necessary lodging expenses. Standard single room lodging beyond 65 miles for the attendee.

4. Meal expenses ($50 per day cumulative broken down per meal: $10 for breakfast, $15 for lunch, and $25 for dinner). No receipts required. No reimbursement will be made for meals provided as part of the conference/seminar registration fee. For those conferences/seminars/trainings of one-day or less, lunch is an eligible expense. A conference agenda must accompany a reimbursement request. Requirements for conference and travel expenses from outside sources (i.e. grants, state or federal funding) may vary and shall be adhered to.
5. Mileage expenses:

Employees who drive their personal vehicles when traveling on county business shall receive mileage reimbursement at the rate established annually by the IRS.

1. Outside of Michigan, mileage will be paid at the current IRS mileage rate or coach airfare (at the time of registration for conference), whichever is the lesser amount.
2. When available, use of a county owned vehicle is preferred over the use of an employee owned vehicle.

2. Miscellaneous Permissible Expenses:

1. Lowest cost transportation of round-trip to the airport, airport parking, and transportation to and from the airport to the hotel.
2. Transportation to and from hotel to the conference site if shuttle is not available.
3. Parking at the conference if the attendee drives to the conference.
4. Alcohol purchases are not a reimbursable expense.

3. Method for Obtaining Reimbursement:

1. Miscellaneous expense voucher and receipts must be submitted and approved by the appropriate Supervisor.
2. Miscellaneous expense voucher and receipts for County-wide Elected Officials must be approved by the Administrator/Controller.

IV. Travel Advance:

1. It is recommended that air travel, conference registration, and lodging be paid in advance.
2. When necessary other conference expenses may be requested in advance.

Adopted:  December 18, 2001
Last Revised:  December 18, 2018

County of Jackson Policy No 5080 Communications (PDF)

County of Jackson
Policy Manual

ADMINISTRATIVE POLICY NO. 5080
ARTICLE VIII
COMMUNICATIONS

Communications addressed to County Commissioners shall be placed in Commissioners boxes if sufficient copies are provided.  Other communications will be provided electronically.

Adopted: December 18, 2001
Last Revised: January 19, 2010

County of Jackson Policy No 5090 Fees and Rate Schedules (PDF)

County of Jackson
Policy Manual

ADMINISTRATION POLICY NO. 5090
ARTICLE IX
FEES AND RATE SCHEDULES

All fee and rate schedules from Standing Committees are to be presented as information to the Board of Commissioners at a regularly scheduled meeting and then voted on at the next regularly scheduled meeting.

Adopted: December 18, 2001
Last Reviewed: January 19, 2010

County of Jackson Policy No 5100 Insurance Contractors (PDF)

County of Jackson
Policy Manual

ADMINISTRATIVE POLICY NO. 5100
INSURANCE CONTRACTORS

INSURANCE REQUIREMENTS FOR CONTRACTORS WORKING FOR THE COUNTY OF JACKSON

1. Contractors working for the County of Jackson shall maintain and pay for such insurance as will provide protection from any or all claims which may arise or result from the activities of such contractors, whether such activities be by themselves, or by subcontractors, or by anyone directly or indirectly employed by them including the following:

1. Claims under Workers' Compensation acts and other employee benefit acts.
2. Claims for damages because of Bodily Injury, including death, or Property Damage to any third party, arising from the work performed by the contractor or any subcontractor.
3. Claims for damages under any provision of the Michigan No-Fault law.
4. Other insurance as may be required at the request of Jackson County.

2. The requirements below should not be interpreted to limit the liability of the Contractor. All deductibles and SIR’s are the responsibility of the Contractor.
3. Prior to the commencement of any activity, and during the entire duration of the contract, the contractor(s) shall provide a Certificate of Insurance, as well as required endorsements, with the following minimum coverage and provisions.

1. Workers’ Compensation Insurance: including Employers’ Liability Coverage, in accordance with all applicable statutes of the State of Michigan.
2. Commercial General Liability Insurance: on an “Occurrence Basis” with limits of liability not less than $1,000,000 per occurrence and $2,000,000 aggregate. Coverage shall include the following extensions: (A) Contractual Liability; (B) Products and Completed Operations; (C) Independent Contractors Coverage; (D) Broad Form General Liability Extensions or equivalent, if not already included ; (E) Deletion of all Explosion, Collapse, and Underground (XCU) Exclusions, if applicable.
3. Motor Vehicle Liability: Including Michigan No-Fault Coverages, with limits of liability not less than $1,000,000 per occurrence combined single limit for Bodily Injury, and Property Damage. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles.
4. Additional Insured: Commercial General Liability and Motor Vehicle Liability, as described above, shall include an endorsement stating that the following shall be Additional Insured: The County of Jackson, all elected and appointed officials, all employees and volunteers, all boards, commissions, and/or authorities and board members, including employees and volunteers thereof. It is understood and agreed by naming the County of Jackson as additional insured, coverage afforded is considered to be primary and any other insurance the County of Jackson may have in effect shall be secondary and/or excess.
5. Cancellation Notice: All policies as described above, shall include an endorsement stating the following: “It is understood and agreed that Thirty (30) days Advance Written Notice of Cancellation, or NonRenewal, Reduction, and/or Material Change shall be sent to: (Name and address of responsible party).”
6. All contractors and subcontractors will be required to sign and agree to the following indemnification and hold harmless agreement:

1. To the fullest extent permitted by law, contractor agrees to defend, pay on behalf of, indemnify, and hold harmless the County of Jackson, its elected and appointed officials, employees and volunteers against any and all claims, demands, suits, or loss, including all costs connected therewith, and for any damages which may be asserted, claimed, or recovered against or from the County of Jackson by reason of personal injury, including bodily injury or death and/or property damage, including loss of use thereof, which arises out of any and all work performed by the contractor.
2. Prior to the commencement of activities, such vendors shall provide a Certificate of Insurance, as well as required endorsements, with the following provisions.

1. Certificate Holder:

County of Jackson County
County Administrator/Controller’s Office – 6th Floor
120 West Michigan Avenue
Jackson, Michigan 49201

4. The foregoing are considered minimum acceptable coverages and limits. For specific circumstances, determined solely at the option of the County of Jackson and its boards, commissions, or agencies, other insurance coverages or higher limits of liability, may be required.

Adopted:  December 18, 200
Last Revised:  February 16, 2021

County of Jackson Policy No. 5110 Insurance Lessees (PDF)

County of Jackson
Policy Manual

ADMINISTRATIVE POLICY NO. 5110
ARTICLE XI
INSURANCE LESSEES

LESSEES OF PROPERTY OWNED BY THE COUNTY OF JACKSON AND PERMITTEES USING PROPERTY OR GROUNDS OWNED BY THE COUNTY OF JACKSON

Lessees of property and/or permittees using property owned by the County of Jackson shall maintain and pay for such insurance as will provide protection from the following claims:

Claims under Workers' Compensation acts and other employee benefit acts (if applicable)

Claims for damage because of Bodily Injury, including death, or Property Damage to any third party, arising form activities of lessee/permittee.

Other insurance as may be required at the request of Jackson County

Workers’ Compensation Insurance:  including Employers’ Liability Coverage, in accordance with all applicable statutes of the State of Michigan. (if applicable)

Commercial General Liability Insurance:  on an “Occurrence Basis” with limits of liability not less than $1,000,000 per occurrence and aggregate.  Coverage shall include the following extensions:  (A) Contractual Liability; (B) Products and Completed Operations; (C) Independent Contractors Coverage; (D) Broad Form General Liability Extensions or equivalent, if not already included ;

Additional Insured:  Commercial General Liability, as described above, shall include an endorsement stating that the following shall be Additional Insured:  The County of Jackson, all elected and appointed officials, all employees and volunteers, all boards, commissions, and/or authorities and board members, including employees and volunteers thereof.

Cancellation Notice:  Workers’ Compensation Insurance and Commercial General Liability Insurance, as described above, shall include an endorsement stating the following:  “It is understood and agreed that Thirty (30) days Advance Written Notice of Cancellation, Non-Renewal, Reduction, and/or Material Change shall be sent to:  (Name and address of responsible party).”

All lessees/permittees will be required to sign and agree to the following indemnification and hold harmless agreement:

To the fullest extent permitted by law, lessee/permittee agrees to defend, pay on behalf of, indemnify, and hold harmless the County of Jackson, its elected and appointed officials, employees and volunteers against any and all claims, demands, suits, or loss, including all costs connected therewith, and for any damages which may be asserted, claimed, or recovered against or from the County of Jackson by reason of personal injury, including bodily injury or death and/or property damage, including loss of use thereof, which arises out of any and all activities of lessee/permittee.

Property Insurance - Disclaimer and Waiver of Subrogation

In all cases where property is leased by the County of Jackson, or permittees are using Property owned by the County of Jackson, it is expressly agreed that the County of Jackson IS NOT RESPONSIBLE for damage, destruction, theft, disappearance, loss of use, or other loss to property owned by, or for any other reasons in the care, custody, or control of lessee or permittee.  Lessees or permittees must maintain and pay for such insurance as will adequately protect themselves against loss from any such damage, destruction, theft, disappearance, loss of use or other loss.

Additionally, lessees or permittees agree to waive their rights, and the rights of their respective insurance companies for recovery against the County of Jackson, from any such losses.  Such waiver is called a WAIVER OF SUBROGATION and is, or can easily be added to, standard wording for Property Insurance Policies covering fire and other perils.

Typical policy wording would be:

"It is hereby stipulated that this insurance shall not be invalidated should the Insured waive in writing prior to a loss any or all right to recovery against any party for a loss occurring to the property insured hereunder."

The Certificate of Insurance must certify the Waiver of Subrogation provision in support of this agreement.

Prior to the commencement of activities, such vendors shall provide a Certificate of Insurance with the following provisions.

Certificate Holder: County of Jackson
County Administrator/Controller’s Office – 6th Floor
120 West Michigan Avenue
Jackson, Michigan  49201

The foregoing are considered minimum acceptable coverages and limits.  For specific circumstances, determined solely at the option of the County of Jackson or it’s boards, commissions, or agencies, other insurance coverages, higher limits of liability, etc., may be required.

Adopted: December 18, 2001
Last Revised: January 20, 2010

Note: See Purchasing Policies 2020 & 2030

Cross References:  2000 - Purchasing Policy and Procedures

County of Jackson Policy No 5120 Insurance Vendors of Good Service (PDF)

County of Jackson
Policy Manual

ADMINISTRATIVE POLICY NO. 5120
ARTICLE XII
INSURANCE - VENDORS OF GOOD SERVICE

INSURANCE REQUIREMENTS FOR VENDORS OF GOODS OR SERVICES TO THE COUNTY OF JACKSON

Vendors working for the County of Jackson shall maintain and pay for such insurance as will provide protection from any or all claims which may arise or result from the activities of such vendors, whether such activities be by themselves, or by subcontractors, or by anyone directly or indirectly employed by them, including the following:

Claims under Workers' Compensation acts and other employee benefit acts.

Claims for damages because of Bodily Injury, including death, or Property Damage to any third party, arising from the work performed by the contractor or any subcontractor.

Claims for damages under any provision of the Michigan No-Fault law

Other insurance as may be required at the request of Jackson County

Prior to the commencement of any activity, and during the entire duration of the contract, the vendor(s) shall provide a Certificate of Insurance with the following minimum coverage and provisions.

Workers’ Compensation Insurance:  including Employers’ Liability Coverage, in accordance with all applicable statutes of the State of Michigan.

Commercial General Liability Insurance:  on an “Occurrence Basis” with limits of liability not less than $1,000,000 per occurrence and $2,000,000 aggregate.  Coverage shall include the following extensions:  (A) Contractual Liability; (B) Products and Completed Operations; (C) Independent Contractors Coverage; (D) Broad Form General Liability Extensions or equivalent, if not already included ;

Motor Vehicle Liability:  including Michigan No-Fault Coverages, with limits of liability not less than $1,000,000 per occurrence combined single limit for Bodily Injury, and Property Damage.  Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles.

Additional Insured:  Commercial General Liability and Motor Vehicle Liability, as described above, shall include an endorsement stating that the following shall be Additional Insured:  The County of Jackson, all elected and appointed officials, all employees and volunteers, all boards, commissions, and/or authorities and board members, including employees and volunteers thereof.

Cancellation Notice:  Workers’ Compensation Insurance, Commercial General Liability Insurance, and Motor Vehicle Liability Insurance, as described above, shall include an endorsement stating the following:  “It is understood and agreed that Thirty (30) days Advance Written Notice of Cancellation, Non-Renewal, Reduction, and/or Material Change shall be sent to:  (Name and address of responsible party).”

All vendors and their subcontractors will be required to sign and agree to the following indemnification and hold harmless agreement:

To the fullest extent permitted by law, vendor agrees to defend, pay on behalf of, indemnify, and hold harmless the County of Jackson, its elected and appointed officials, employees and volunteers against any and all claims, demands, suits, or loss, including all costs connected therewith, and for any damages which may be asserted, claimed, or recovered against or from the County of Jackson by reason of personal injury, including bodily injury or death and/or property damage, including loss of use thereof, which arises out of any and all work or services performed by the vendor.

Prior to the commencement of activities, such vendors shall provide a Certificate of Insurance with the following provisions.

Certificate Holder:   County of Jackson
County Administrator/Controller’s Office – 6th Floor
120 West Michigan Avenue
Jackson, Michigan  49201

The foregoing are considered minimum acceptable coverages and limits. For specific circumstances, determined solely at the option of the County of Jackson or it’s boards, commissions, or agencies, other insurance coverages, higher limits of liability, etc., may be required.

Adopted: December 18, 2001
Last Reviewed: April 20, 2010

County of Jackson Policy No 5130 Telephones (PDF)

County of Jackson
Policy Manual

ADMINISTRATIVE POLICY NO. 5130
ARTICLE XIII
TELEPHONES

No personal long distance telephone calls are to be charged to Jackson County.

Adopted: 12/18/01
Reviewed: 2/16/10

County of Jackson Policy No 5140 Administrative Cost Reimbursement (PDF)

County of Jackson
Policy Manual

ADMINISTRATIVE POLICY NO. 5140
ARTICLE XIV
ADMINISTRATIVE COST REIMBURSEMENT

On approval by the Board of Commissioners, governmental entities may be charged an appropriate administrative fee to reimburse for costs incurred on their behalf, for example utility projects that require bond financing/bond rating activity, unless reimbursed by another mechanism such as cost allocation.  The County shall be reimbursed on an hourly rate to include salary and fringes.  Other incidental costs (i.e., reproduction of the County’s audit and other copying, telephone, postage, etc.) may be charged to the entity where appropriate.  The appropriate County Office shall be responsible for communicating in writing to the outside entity when an administrative charge will apply for a specific service/project.

This policy recognizes that the County of Jackson provides a wide variety of services and information to local units of government at no charge or for which established charges are already in place.

Adopted:  12/18/01
Revised:  3/16/10

County of Jackson Policy No 5150 Use of County Meeting Rooms (PDF)

County of Jackson
Policy Manual

ADMINISTRATIVE POLICY NO. 5150
USE OF COUNTY MEETING ROOMS

Offices and Agencies of the County

1. Location

1. This policy applies to all designated meeting space within the County Tower Building located at 120 W. Michigan Ave, Jackson MI, 49201, the American 1 Events Center and the Jackson County Animal Shelter.

2. Use

1. Departments, Offices and Agencies of the County are permitted to schedule the use of meeting room space for their own use in conducting the business of their Department/Agency. Use of meeting space shall be related to the core function of the office hosting the event.

3. Scheduling

1. For Tower Building spaces, meeting rooms shall be reserved by contacting the Administrative Assistant within the County Administrator’s office at (517) 768-6621 or by contacting the Facilities department at (517) 788-4331. For the Animal Shelter space, contact the Animal Shelter at (517) 788-4464. County activities and meetings are always to be given priority.

4. Setup/Breakdown

1. Anyone using a meeting room is responsible for all setup, clean up and breakdown. Meeting rooms are to be returned to the arrangement set prior to use by any user; and are to be restored to equal or better condition than prior to use.

5. Food and Beverage

1. Jackson County does not provide any food and beverage service.

6. Technology

1. If your meeting/event requires the use of technology you must supply your own, unless available at the meeting space. If technology assistance is required for set up or during the course of the meeting, the requesting employee/department must get pre-approval from the IT department.
2. Departments and Agencies of the County are prohibited from reserving, sponsoring, or otherwise arranging for meeting room space on behalf of another group that would not qualify to utilize the space.

7. Modifications

1. Modifications to a meeting room are not permitted without advance permission and approval from the facilities department. No tack, tape, putty, paste, glue, etc. is to be applied to the walls, ceilings or furniture.

8. Fee

1. No charge will apply to County Boards/Committees, nonprofit organizations, or other meetings that are held and or sponsored by County departments/staff. A Jackson County employee must be present for the event.
2. When employee requests are made to utilize the 17th Floor of the Tower Building for personal use, there will be a charge of $75 for the first two hours (minimum) and $25 per hour thereafter for use of a room.
3. The County may require them to obtain liability insurance listing the County as an additional insured.
4. Any group using County property or facilities and causing damages to the facility, shall be required to reimburse the County for the cost of repair/replacement of same.

9. Ethical Standards

1. Jackson County presumes that all users of the meeting space will uphold high ethical standards without regard to race, color, religion, sex, age, national origin or disability.

10. Smoke-Free Building

1. Jackson County Buildings are smoke-free environments. Event attendees desiring to smoke should be directed outside.

American 1 Event Center and 2^nd Floor Tower Ballroom

1. Location

1. Inquiries regarding these spaces should be directed to the Jackson County Parks Department at 200 W. Ganson, Jackson MI, 49201 or (517) 788-4320.

2. Scheduling

1. An event application must be filled out with event details. The application can be found at JacksonCountyParks.org. 

Adopted: December 18, 2001
Last Revised: November 21, 2023

County of Jackson Policy No 5160 Material and Equipment Storage and/or Disposal (PDF)

County of Jackson
Policy Manual

ADMINISTRATIVE POLICY NO. 5160
MATERIAL AND EQUIPMENT STORAGE AND/OR DISPOSAL

1. Storage and/or disposal of Jackson County equipment and materials, or other items purchased with the County of Jackson resources, is the responsibility of the Facilities Department. County departments that have excess equipment, furniture, or materials shall contact the Facilities Department for appropriate forms and procedures.
2. IT items are disposed of at the discretion of, and in a manner suitable to, the IT Director.
3. Special consideration may be given for the sale of stored items at the discretion of the Facilities Manager and the Administrator/Controller. 

County of Jackson Policy No 5170 Lending of Stored Items (PDF)

County of Jackson
Policy Manual

ADMINISTRATIVE POLICY NO. 5170
ARTICLE XVII
LENDING OF STORED ITEMS

Consideration may be given to lend stored items to government entities or nonprofit organizations under the following conditions.

1. The borrower must agree to accept full responsibility for repairing or replacing any item damaged or lost while in their possession. The borrower shall sign a statement indicating such responsibility.
2. The County may request a deposit, which shall be refunded upon return of the item in its borrowed condition.
3. To ensure the borrower’s responsibility for and return of the item, the Facilities Manager shall keep a record of all items loaned, including the name of the borrower, the item loaned, the date loaned, and the date returned.

Forms and procedures are available from the Facilities Department

Adopted: 12/18/01
Revised:  3/16/10

County of Jackson Policy No 5180 Security/Weapons Jackson County Courthouse or Friend of the Court (PDF)

County of Jackson
Policy Manual

ADMINISTRATIVE POLICY NO. 5180
ARTICLE XVIII
SECURITY/WEAPONS JACKSON COUNTY COURTHOUSE OR FRIEND OF THE COURT

POLICY STATEMENT

In the best interest of safety for the employees and visitors of the Jackson County Courthouse and Friend of the Court building, the carrying or concealment of any dangerous or deadly weapon, as described in Section I, within the Jackson County Courthouse or Friend of the Court is prohibited, unless authorized for official purposes. Any County of Jackson employee who believes that an unauthorized employee or visitor is carrying any kind of deadly or dangerous weapon, shall immediately advise their supervisor, who in turn will immediately call 911. Employees are not to become involved in the apprehension or detaining of any such person found in possession of such a weapon unless authorized to do so. Special security precautions may be performed at any facility owned by Jackson County if deemed necessary.

SECTION I - Deadly or Dangerous Weapons

1. Firearms include, but are not limited to any revolver, semi-automatic or automatic weapon, shotgun, rifle.
2. Knives include, but are not limited to all pocket knives, double edge blades or hunting knives.
3. Any cutting tool including, but not limited to razors, box cutters, cardboard knives, and scissors.
4. Explosives include, but are not limited to black powder bombs, dynamite.
5. Aerosols include, but are not limited to mace, pepper spray.
6. Medical Sharps include needles and blood testing equipment, unless proof of need is demonstrated (i.e., diabetic ID card or bracelet).
7. Any other item that could be used as a weapon.

SECTION II - Courthouse Weapons Screening Process

1. ACCESS LOCATIONS

All persons, except those identified in Section C, who seek access to the Jackson County Courthouse or Friend of the Court building during regular business hours, will be subject to search by a magnetometer located in the main lobby.

1. Persons with disabilities preventing passage through the magnetometer (i.e. wheelchairs) shall be subject to a hand-held metal detector search and/or a physical hand search.
2.  Individuals who hold a valid concealed weapons license will not be allowed to carry a weapon into the Courthouse, except as noted in Section II, C.
3. At the discretion of security personnel, an individual may be asked to empty their pockets of all items prior to passing through the magnetometer.
4.  In the event the magnetometer is activated, security personnel will instruct the individual to remove from their person all metal items that may have activated the device.  After removing all metal items, the subject must pass through the device again.  If the device is again activated, the person will be directed to another location and searched with a hand-held magnetometer.  All possible threats must be identified before the subject may enter the Jackson County Courthouse or Friend of the Court building.    
5. All bags, boxes, briefcases, purses, packages etc. brought into the Courthouse will be subject to search using package scanners.
6.  Hand-held magnetometers may be used at various screening stations located throughout the Jackson County Courthouse or Friend of the Court building.

2. DISCOVERED ITEMS

1. When a deadly or dangerous weapon, as described in SECTION I, is discovered, but is not an illegal item, the person will be advised they cannot enter the building with the item.
2. When a deadly or dangerous object is discovered, the security officer shall notify 911 if the subject refuses to leave the building with the dangerous or deadly object.

3. EXEMPTIONS

1. The following shall be exempt from passing through the magnetometer at the centralized ingress/egress location:

1. On-duty uniformed law enforcement officers and on-duty plain-clothed officers on official business, when displaying departmental identification and badge.
2. Uniformed Department of Corrections personnel on official business escorting prisoners to court.
3.  Employees authorized by the Chief Circuit Court Judge or Chief District Court Judge shall be allowed to carry weapons and/or carry chemical irritant.

2. The following shall be allowed to enter and exit at other ingress/egress locations:

1.  Properly identified Facilities Department personnel.
2. Properly identified contractors with advanced approval through the Facilities Department. The above identified shall be allowed to carry their tools, equipment, and related supplies. These tools, equipment and related supplies may be subject to inspection.  
3. Deliveries too large to pass through the package scanner. These deliveries will be received and signed for by authorized personnel.
4. Employees authorized to park in the north parking lot.

3. Additional security concerns must be submitted in writing to the Chief Circuit Court Judge or the Chief District Court Judge.

Adopted: 12/18/01
Revised:  3/19/02, 3/16/10
Cross References: 3315 - Firearms Policy

County of Jackson Policy No 5190 Credit Cards (PDF)

County of Jackson
Policy Manual

ADMINISTRATIVE POLICY NO. 5190
CREDIT CARDS

Credit cards provide Jackson County personnel with the ability to effectively and efficiently make small delegated purchases. The Administrator/Controller is, therefore, charged with management (issuance, accounting, monitoring, etc.) of county-wide use of credit cards.

1. Authority:

1. The Administrator/Controller must approve the issuance of all credit cards, whether they are requests for new or existing cards.
2. Credit cards will only be issued in the name of an employee as approved by the Administrator/Controller.
3. Credit limits are determined by need and the position of requesting employee.

2. Procedures:

1. The card may be used only by an authorized officer or employee for the purchase of goods or services for the official business of Jackson County.
2. The card holder must submit documentation detailing goods and services purchased, cost, date of purchase, account coding, and the official business of the purchase. Monthly statements together with the required support should be sent to the Finance Department for processing and review.
3. Credit Card purchases shall be made in accordance with Jackson County Purchasing Policy.

3. Unauthorized Use:

1. The officer or employee issued the card is responsible for its protection and custody, and shall immediately notify the Administrator/Controller’s office and Finance Officer if the card is lost or stolen.
2. The officer or employee must immediately surrender the card upon termination of employment with Jackson County.
3. County credit cards are not to be used for personal purchases or cash advances, even with the intention of reimbursement.
4. The officer or employee using a credit card for purchases that cannot be substantiated as a necessary purchase for official business use, will be subject to disciplinary action, including but not limited to, the loss of privilege to use the card and/or termination if deemed necessary.
5. Any inappropriate use of a credit card issued by Jackson County shall be cause for disciplinary action up to and including termination, and/or penalties authorized by law for the unauthorized use of a credit card by an officer or employee.

Adopted: May 19, 2009
Last Revised: January 15, 2019

County of Jackson Policy No 5200 Depository for Deeds (PDF)

County of Jackson
Policy Manual

ADMINISTRATIVE POLICY NO. 5200
ARTICLE XX
DEPOSITORY FOR DEEDS

All original deeds to Jackson County property shall be in the possession of the Jackson County Clerk, with the Administrator/Controller’s Office retaining a copy.  

Last Reviewed:  March 16, 2010

County of Jackson Policy No 5210 Closing of County Offices (PDF)

County of Jackson
Policy Manual

ADMINISTRATIVE POLICY NO. 5210
ARTICLE XXI
CLOSING OF COUNTY OFFICES

1. General Statement of Policy

1. It is the policy of Jackson County that county offices only be closed under extreme circumstances. 

2. Practice

1. Closing of individual County offices for full or partial days for reasons other than those specifically addressed in other County procedures (i.e. bomb threats) is at the discretion of the Elected Official and Administrator/Controller. 
2. Elected Officials may choose to close their offices; however, employees will be required to use paid time off (PTO) if County facilities remain open at the direction of the Administrator/Controller. Only in the event that the Administrator/Controller closes county facilities, are full and part time employees paid without the use of PTO.  Casual employees do not receive pay when facilities are closed.
3. The Administrator/Controller will make a decision as to whether County facilities will be closed in the best interest of customers and employees. 

3. Procedures for Closing Offices

1. The following procedures are to be followed when an office will be closed.

1. Conspicuously post signs indicating hours that the office will be closed.
2. Elected Officials are requested to notify the Administrator’s Office, as far in advance as practical, of the reason for closing the office, the hours the office will be closed, and a telephone number where someone can be reached in the event of an emergency.
3. If a County Office is closed, the Administrator’s Office shall notify appropriate media outlets.

Adopted: 3-19-02
Revised: 04-19-11

County of Jackson Policy No 5220 Cellular Smart Telephones (PDF)
Policy No 5220 Attachment - Employee Stipend Agreement (PDF)

County of Jackson
Policy Manual

ADMINISTRATIVE POLICY NO. 5220
CELLULAR SMART TELEPHONES

1. Purpose:

Cellular smart telephones can be used to enhance employee safety and administrative efficiency. It is recognized that not one approach will work for all situations; therefore, this policy addresses both County-owned cellular phones and employees utilizing their personal cellular smart phone for County-related business. It is the responsibility of the Administrator/Controller to assure that County business is conducted efficiently and responsibly. The Administrator/Controller is, therefore, charged with coordinating and negotiating calling plans for County-owned cellular telephones as well as selecting the appropriate plan(s) and provider(s) for each department. For County-owned phones, the number of cellular network providers should be limited in order to gain economies of scale.

2. Eligibility:

1. Based on business needs, the Department head will determine which positions in their department require a cell phone and whether the needs are best served through allocation of a County-owned cell phone, or through a personal cellphone stipend.
2. In order for a County employee to be eligible to acquire or use a County-owned cellular telephone, or be compensated in the form of a stipend, any one of the following five (5) criteria shall be met: safety, emergency, and/or efficiency of operations, when the employee’s main work location is in the field, and when there is a need to be able to contact the employee on short notice.
3. Employees eligible for a County-owned device generally include department heads, supervisors, and full-time employees whose job duties regularly require emergency call back, irregular work hours or other job related factors that require the employee to routinely utilize a phone to enhance their ability to perform their job duties. Department heads shall determine which employees within their departments qualify for a county-owned cellular phone.
4. Casual employees, whose main work location is in the field, and parttime/full-time employees that may require field work, generally may be eligible for a stipend. Employees eligible for the stipend are those whose positions require the use of a cellular smart phone as a condition of employment.

3. Cellular smart phone stipend:

1. Stipend amount: The County Administrator has established a stipend amount of twenty-five dollars ($25) to compensate employee’s using their own personal cell phone for County related business. The employee owns their device and is responsible for replacement, maintenance, purchase of accessories, activation fees and any additional fees/overage(s) incurred. The cellular smart phone stipend and usage reimbursements are intended to cover a portion of the employee’s cell phone expenses related to work duties.
2. Employee Responsibilities: The employee must retain an active cellular smart phone contract as long as a cell phone stipend is in place. The phone model must be currently supported by the manufacturer and functionally able to support the employee’s assigned purposes. The employee must provide their department head with their current cell phone number and immediately notify their department head if the number changes. Employees receiving a cell phone stipend are expected to carry the cell phone on their person both on and off duty and respond when called for County business. Employees receiving a stipend will use their device in compliance of all local, state and federal laws or be subject to immediate termination of their cell phone stipend.
3. Stipend Payment: The stipend will be paid monthly. The stipend does not constitute an increase in base pay, and will not be included in the calculation of percentage increases to base pay due to salary increases, promotions, etc.
4. The County’s IT Department will not be available for support and maintenance of an employee’s personal cellular phone, except to establish access to a County email account where applicable.

4. Restrictions of County-owned cellular phones:

1. The following restrictions for use of a Jackson County cellular telephone shall be observed:

1. The Information Technology Department will maintain a listing of all cellular telephones, including telephone number, length of contract, and contract minutes.
2. Elected officials and/or department heads shall monitor their respective offices for the appropriate usage of cellular telephones. A County employee having the use of a Jackson County cellular telephone may be required to observe some or all of the following:

1. Elected officials and/or department heads may require employees to check departmental cellular telephones out when on call or out of the office.
2. Elected officials and/or department heads may direct or request key employees with cellular telephones to remain available via the cellular telephone beyond normal business hours.

3. Employees shall exercise due care to protect cellular telephones from theft and extreme weather, including keeping cellular telephones in temperate, secured locations, whether within or outside County offices. Employees using a county issued cellular phone are responsible for keeping their phone secured with the protection of a pass code, pin, or biometric authentication.
4. Employees are responsible for reporting loss or destruction of their cellular telephones to their supervisor and the Information Technology Department immediately.
5. County cellular telephone numbers and personal phones numbers that are provided a stipend, shall be made available to appropriate County staff to take advantage of increased access to staff.

5. Purchase of county-issued cellular phones:

1. Elected officials and/or department heads are responsible for approving the purchase of their department’s cell phones.
2. Elected officials and/or department heads will follow these processes respectively to:

1. Purchase a new cell phone: Submit a work request to ITHelpDesk@mijackson.org indicating the employee to whom the new phone will be assigned. The IT department will confirm the phone model and price with the requesting department and place the order. If the employee has an existing phone, the IT Department will assist in data transfer after which the old phone will be wiped and either made available to repurpose or recycled consistent with the phone’s condition and model.
2. Repurpose a Phone to another employee: Submit a work request to ITHelpDesk@mijackson.org to have the phone wiped, and repurposed for another employee in the respective department if the phone condition and model support repurposing.
3. Recycle the Phone: Deliver to the IT Department with a note to recycle the device. IT will wipe the phone and recycle.
4. Employee purchase of cellular device: If approved for an departing employee in good standing, no less than two weeks prior to their last day of employment, submit a work request to ITHelpDesk@mijackson.org, authorizing an employee purchase of the cellular device, IT will provide a price appraisal and wipe off county information.

1. IT will maintain periodically reviewed pricing for phone models.

5. When the phone is wiped and returned, the elected officials and/or department heads will complete the actual process of purchasing the cell phone by accepting payment for the phone and cash receipting the funds to the respective revenue account under their budget.

3. The IT Department will not keep old phones in inventory for purchase, nor accept any payments for old phones.

Note: A County employee shall not receive a stipend and be provided a County owned device.

Note: Refer to Michigan Freedom of Information Act, Public Act 442 of 1976 http://legislature.mi.gov/doc.aspx?mcl-15-231 for applicability to personal and county owned devices.

Note: Refer to Policy 5040 in regards in to how this relates to FOIA. All work product is subject to FOIA, both on personal and county owned devices.

Note: Refer to Policy 6040 for use of mobile devices that connect to the internet.

Adopted: 5/21/2002
Last Revision: 1/16/24

Cross References:  5040 - Freedom of Information
                                   6040 - Acceptable Use of Information Technology Resources

---------------------------------------------------------------------------------------------------------------

EMPLOYEE AGREEMENT
for participation in Jackson County's Stipend program 
for use of Personal Cellular Phones

I, ___________ , do hereby acknowledge and understand:

1. That the use of my personal cellular telephone for County business is a voluntary program;
2. That I agree to have my personal cellular telephone accessible and available at all times during my schedule for County business hours or while on call or standby or other times that I may be required to be available for County business;
3. That because I am willing to use my personal cellular telephone for official Jackson County matters, the County of Jackson will reimburse me with a monthly stipend of $25.00 per month (the “Reimbursement”). That the Reimbursement will be to assist me in defraying my personal monthly cellular telephone bill;
4. That the use of my cell phone for County business shall not be considered a right or obligation or past practice and is not an ongoing benefit that is included in my overall compensation package;
5. That the County may terminate this stipend program at any time;
6. I understand that using a personal mobile device for County business may result in personal records and/or device being subject to public disclosure, and/or disclosure during litigation, as required through the Freedom of Information Act (FOIA);
7. If my personal cellular phone is configured with County software or data, including email, then I understand my obligation to notify the IT Department immediately if my personal device is compromised, stolen or lost. I understand that my personal phone device can be remotely wiped via command from the mail server if deemed appropriate, based on a lost, stolen, or compromised device, or where there is employee separation.
8. That I have fully read and agree to the terms of this agreement as presented above.

____________________________________                                                                     _____________________

Employee Signature                                                                                                        Date

Revised: 3/16/21

County of Jackson Policy No 5230 Agenda Preparation for Board of Commissioners Committee, Regular and Special Meetings (PDF)

County of Jackson
Policy Manual

ADMINISTRATIVE POLICY NO. 5230
AGENDA PREPARATION FOR BOARD OF COMMISSIONERS COMMITTEE, REGULAR AND SPECIAL MEETINGS

1. PURPOSE

The purpose of this Administrative Policy is to ensure that staff is responsive to elected officials, citizens, and the media in the distribution of agendas for standing committee and regular meetings of the Board of Commissioners so that decision makers are knowledgeable about the business of the County and are consequently able to make the most informed and appropriate decisions.

2. GENERAL

The Administrator/Controller’s Office must have clear guidelines for the dissemination of information to the Board of Commissioners. In order for these guidelines to work effectively, it is imperative that an efficient system be established and adhered to.

3. DUTIES AND RESPONSIBLITIES

1. All personnel involved in the agenda preparation process shall follow these guidelines:

1. Each originating department is responsible for preparation of agenda requests pertaining to their departmental business or activities.
2. Any agenda request involving Board authorization over $50,000 shall require the advance approval of the Administrator/Controller or Assistant County Administrator.
3.  Submit each agenda item via Board Docs or current electronic agenda program with the anticipated backup material by 5:00 p.m. on the deadline date in the meeting schedule adopted by the Board of Commissioners. Do not reproduce additional copies of the backup material, unless it is a special printed report, etc., that will not be included in the packet, but will be distributed under separate cover. A copy should be provided in advance of the meeting to the Administrator/Controller’s Office of contracts, resolutions or other documents that require signature(s).
4. All material presented for Committee or Board action should be in final form whenever possible. Avoid submitting material containing blank spaces as to dates and times of certain actions. All documents should be presented with fully executed signatures when required and when possible.
5. Agenda items requiring legal review, as determined by the Administrator/Controller are to be forwarded to the designated County Attorney in advance so that all appropriate agenda deadlines per this regulation are met. Exceptions to this procedure may be permitted only with the approval of the Administrator/Controller.
6. All County agents involving capital improvement proposals shall be responsible for submitting all agenda requests pertinent to the project.
7. Agendas will be available to the public, at least two days in advance of the Standing Committee or Board meeting.
8. It is the responsibility of each office to maintain copies of their respective Board of Commissioner approved items, including contracts, resolutions, grant paperwork, etc. Per MCL 46.5, a copy of executed documents shall be forwarded to the County Clerk’s office, who is the legal keeper of the records of the Board of Commissioners.

Adopted: 05/16/06
Revised: 04/20/10, 7/16/24

County of Jackson Policy No 5250 Media Relations (PDF)

County of Jackson
Policy Manual

ADMINISTRATIVE POLICY NO. 5250
ARTICLE XXV
MEDIA RELATIONS

PURPOSE

The purpose of this Administrative Policy is to define the channels for media relations in order to ensure the accurate dissemination of information.  Furthermore, an established policy will reduce the likelihood of inaccurate, conflicting, or unauthorized information from being released.

GENERAL

It will be the policy of the Administrator/Controller’s Office to foster and encourage an atmosphere of openness in dealing with the media.  Coordinating news releases and news conferences and providing information to the media is to be regarded as one of the most important considerations in maintaining good media relations.

DUTIES AND RESPONSIBILITIES

1. The Chairman of the Board of Commissioners and the Administrator/Controller shall be the official spokespersons for the County organization.
2. The Administrator/Controller or his/her designee shall act as the Public Information Officer for the County.  The media shall contact this person concerning the administration or affairs of the County including but not limited to:

1. Specific actions taken at official Board of Commissioner meetings.
2. Clarification and interpretation of County policies and administrative rules and regulations.
3. Actions pending or under consideration by the Board of Commissioners that have not yet been made official policies.

3. For inquiries regarding departmental operations from the media, the respective Department Head, Court Management, or Elected Official (or their designee) shall be the official spokesperson.
4. Questions concerning new programs and policies that are under consideration by the Board of Commissioners shall be referred to the Administrator/Controller.
5. In case of formal written news releases, all such releases will be disseminated from the Administrator/Controller’s Office or from the respective department. For formal news releases from departments, a copy shall be forwarded to the Administrator/Controller’s Office in advance of the release, if practical.  Copies of press releases will be provided to the Board of Commissioners by the office of the Administrator/Controller.
6. Inquiries from the media pertaining to past County employees shall be directed to the Human Resources Director for any official comment on employment status or history.  Inquiries regarding present employees should consult with the Human Resources Director prior to making any statement to the media.
7. Departmental staff are encouraged to refer representatives of the media to the Administrator/Controller or appropriate Departmental representatives for media relations.  Employees violating this policy may be subject to disciplinary action.

Adopted:  05/16/06
Reviewed:  04/20/10

County of Jackson Policy No 5260 Department Head/Elected Official Meetings (PDF)

County of Jackson
Policy Manual

ADMINISTRATIVE POLICY NO. 5260
ARTICLE XXVI
DEPARTMENT HEAD/ELECTED OFFICIAL MEETINGS

The Administrator/Controller shall meet regularly with Department Heads and Elected Officials in an organized and scheduled meeting.  Such meeting shall provide (1) a support network for administration of the County, (2) open communications, (3) information sharing among departments, and (4) in-service training for management personnel.

Adopted:  05/16/06
Reviewed:   04/20/10

County of Jackson Policy No 5280 Sponsorship of County Buildings and Grounds (PDF)

County of Jackson
Policy Manual

ADMINISTRATIVE POLICY NO. 5280
ARTICLE XXVIII
SPONSORSHIP OF COUNTY BUILDINGS AND GROUNDS

PURPOSE

The purpose of this Administrative Policy is to define the process and conditions for sponsorship of County buildings and grounds.  It is integral to the this policy that all County Departments, Boards, Committees, and Agencies recognize that all County buildings and grounds are owned and controlled by the Board of Commissioners who reserve the exclusive right to establish rules and regulations regarding the sponsorship or naming of buildings and grounds.

GENERAL

The Administrator/Controller must be contacted by the appropriate Department, Board, Committee, or Agency whenever it is expected that this policy may become applicable to an action by that body.  The Administrator/Controller will then coordinate the necessary action to inform and receive the concurrence the Board of Commissioners.

PROCESS AND REGULATIONS

1. The Airport, Fair, and Parks Boards will be responsible for making recommendations directly to the Board of Commissioners (subsequent to the conditions in General above).  All other requests will first be considered by the appropriate Standing Committee and then the Board of Commissioners.
2. No sponsorship will exceed the period of ten (10) years. 
3. Any Department, Board, Committee, or Agency considering a sponsorship arrangement is encouraged to solicit proposals so as to obtain the largest number of options and the best financial arrangement for the County.
4. The Board of Commissioners recognizes that in certain circumstances an agent may be used to solicit a sponsor.  In the interest of full disclosure, any fees paid to a solicitor will be disclosed in a contract.

Adopted: November 20, 2007
Last Revised: April 20, 2010

County of Jackson Policy No 3500 Motor Vehicle Use Policy (PDF)

County of Jackson
Policy Manual

ADMINISTRATIVE POLICY NO. 5300
MOTOR VEHICLE USE POLICY

1. Purpose

This policy establishes procedures regarding the use of motor vehicles for authorized business purposes. This applies to all County employees unless otherwise noted in the policy.

2. Definitions

1. “County Business”: refers to any task related to the responsibilities of an individual employed by the County and related to their job.
2. “County Owned Take-Home Vehicle”: a vehicle designated for the use of an individual employee in the normal performance of their duties including the commute from home to work. This does not include vehicles used overnight occasionally, such as for transportation to a conference or to the airport for flight arrangements to a conference, in lieu of using their personal vehicle.
3. “Reasonable Suspicion”: Observations concerning the appearance, behavior speech, body odors, or indications of the chronic and withdrawal effects of controlled substances, which lead the County to suspect that the employee has violated the prohibitions of this policy concerning alcohol and/or controlled substances. A written record will be made of the observations as soon after the observed behavior as possible, but in no case later than twenty-four (24) hours after the observed behavior.
4. “Reportable Accident/Crash”: Any incident where a County employee is involved in a motor vehicle accident or crash while in the course of conducting County related business.

3. County Motor Vehicle Use

1. Authorization is contingent upon the results of a Michigan Driving Record check and continued compliance with the Employee Driver Responsibilities/Requirements as indicated below. It is the policy of Jackson County that employees who are required to drive as part of their job responsibilities, who pose a significant risk to themselves, others, or county property shall not be allowed to operate a motor vehicle on county business.
2. Should an employee lose county driving privileges, the department head or elected official shall determine whether the employee can fulfill their work responsibilities without driving.

1. Appropriate discipline as a result of driving incidents, will be the responsibility of the Department Head/Elected Official or Supervisor, which may be done in consultation with the HR Department.
2. Employees who lose driving privileges and who are required to drive as part of the minimum job requirements will be terminated.
3. Where driving is not part of the minimum job requirements, the director or elected official will have the discretion to determine if the restriction of driving privileges can be accommodated.

3. County business that constitutes the use of a vehicle is left to the discretion of an employee’s supervisor and should be obtained through the proper procedure within each department (except County Take-Home Vehicles that must follow the below procedure).
4. County Owned Vehicle Use: Vehicles are provided to County employees on bona fide County Business. County-owned vehicles are to be used for official business only with reasonable consideration for use for meal breaks when approved by the Department Head/Elected Official. County-owned vehicles are not assigned for, nor shall they be used for the convenience of the employee with regard to transportation needs or other non-business activities except as determined by the Department Head with concurrence of the County Administrator.
5. County Take-Home Vehicle Use: Only County employees on bona fide County business and authorized by the County Administrator may drive or operate County Take-Home Vehicles. County-owned vehicles are to be used for official business only with reasonable consideration for use for meal breaks when approved by the Department Head/Elected Official. For individuals assigned vehicles for overnight use, stopping between work and home to perform brief minor personal business may be acceptable, but any such use should be the exception rather than the rule and must be approved by the Department Head/Elected Official. County-owned vehicles are not assigned for, nor shall they be used for the convenience of the employee with regard to transportation needs or other non-business activities except as determined by the Department Head with concurrence of the County Administrator.
6. Personal Vehicle Use: Employee’s approved to use their personal automobile for County business will be reimbursed using the IRS approved mileage rate as approved by the Board of Commissioners or as collectively bargained.

4. Take Home Vehicle Procedures:

1. For an employee to be authorized for the take-home use of a County-owned vehicle, the employee must possess a valid driver’s license, maintain a safe driving history, and be expressly authorized for such use by the County Administrator.
2. All take home vehicle assignments must be reviewed and evaluated by the Department Head and approved by the County Administrator annually. The following conditions will be considered:

1. Requirements of the position.
2. Productivity.
3. Availability of County vehicles.
4. Cost to the County.

3. The County Administrator, at the written request of the Department Head/Elected Official, will determine the authorization of full-time take-home vehicles based on the above criteria. A take-home vehicle will not typically be granted to any employee that lives outside of Jackson County. The County Administrator must grant an exception for an employee living outside of Jackson County to utilize a Take-Home Vehicle.
4. Taxes: Employees permitted to take a vehicle home (commute) from their workstation may do so for job-related reasons and not as a compensatory measure. Vehicles so assigned are not intended to be perceived as personal property or interpreted as a salary supplement or fringe benefit. The commuting costs of the use of a County vehicle is a taxable fringe benefit cost to an employee. Any vehicle not specifically designated as exempt under IRS regulations (such as clearly marked police vehicles, unmarked vehicles used by law enforcement officers if the use is officially authorized, etc.) will result in a taxable fringe benefit to the employee.

1. Tax Option #1: The County shall compute the commuting cost of any nonexempt vehicle taken home by an employee and report this taxable benefit on the employees form W-2 at the end of each calendar year. Jackson County will only deduct FICA taxes on the cost of this benefit. No Federal, State, or local income taxes will be deducted by the County, the payment of these taxes will be the responsibility of the employee, when his or her personal income tax return is filed.
2. Tax Option #2: Pursuant to the IRS Code, the value of the availability of an employer provided automobile for commuting and other personal use must be included in the income of the person using the vehicle and is to be reported on the employee’s W-2. County employees provided with a County Take-Home Vehicle for business and commuting purposes will be charged, $1.50 per one-way commute or $3.00 per day for FICA, Federal, State and Local withholdings purposes if the following criteria are all met:

1. The vehicle is used for County business;
2. The employee is required to commute to and from work in the vehicle;
3. The employee will not use the vehicle for personal purposes, other than for commuting or de minimis personal use (e.g. such as an errand while reasonably on the way home) and;
4. The employee is not an elected or other high government official

5. Alternative methods of computation for income inclusion are available pursuant to the IRS Code for employees not meeting the above criteria (high-level County or elected official). Method of computation to be determined and applied on an individual basis per the recommendation of the Director of Finance and the Director of Human Resources and Labor Relations.

5. Driver Responsibilities / Requirements

1. Drivers/Operator’s License.

1. Employees using County vehicles must possess a valid driver’s license in good standing and at the level in keeping with the operational requirements of the vehicle assigned, e.g., CDL required for operation of commercial grade truck or equipment, etc.
2. A driver must report a restricted, suspended, or revoked license immediately to their Department Head/Elected Official and the County’s Human Resource Department. Individuals with a suspended or revoked license are prohibited from operating a County vehicle. Failure to promptly report any of the license limitations may result in disciplinary action, up to and including termination of employment.
3. The County will evaluate an employee’s driving record, as follows:

* Employee’s required to possess or maintain a Commercial Drivers’ License (CDL) and accumulates 6 or more points on their driving record, must attend state approved driving classes at the employee’s own expense and time.

2. While operating County Vehicles and replenishing fuel at an approved Commercial Fuel Depot or using a County vehicle fuel card, employees are required to enter the vehicle’s mileage and follow any additional departmental procedures.
3. Employees shall allow sufficient time to reach destinations without violating speed limits or traffic laws. Employees must know and abide by all driving laws in all areas where they operate County vehicles and shall always drive defensively. It is mandatory that all occupants of a County vehicle use seat belts at all times. Child safety seats shall be used for transporting children as required by law. The driver of the vehicle is responsible for enforcing belt usage by all occupants and shall report any failure to comply with employee’s supervisor.
4. An employee receiving a moving violation while driving a County vehicle has an obligation to immediately inform their Department Head/Elected Official and the County’s Human Resource Department. The County will not pay traffic tickets or parking fines of employees driving County owned vehicles, nor will the County pay traffic tickets or parking fines of employee authorized to use their personal vehicle for County business. Employees found guilty of moving violations may be subject to corrective action.
5. Should an employee who drives a County owned vehicle be involved in an incident, on or off the job, where their license is suspended or revoked, the employee is obligated to inform their Department Head/Elected Official and the County Human Resource Department immediately of the incident. Failure to inform the County of a suspended or revoked license may result in immediate dismissal.
6. Under no circumstances will a County vehicle be driven by persons not employed by the County, except in case of an emergency.
7. Smoking is prohibited in all County vehicles and equipment.
8. No County owned or leased vehicles shall be operated after the consumption of any amount of alcoholic beverages or other unlawful substances. Noncompliance is subject to County disciplinary policies. No alcohol or any illegal drugs are permitted in County vehicles at any time, except for law enforcement purposes.
9. No person shall operate any vehicle or equipment on County business if taking any medications that may impair or impact their ability to operate a vehicle safely. Employees taking medications that may impact or impair their ability to safely operate a vehicle and/or equipment shall immediately notify their Department Head/Elected Official and the Human Resources Department.
10. Hitchhikers are not permitted to ride in County owned vehicles. Non-County employees may accompany employee in County vehicles when they have a business interest in the travel and if they are covered by worker’s compensation by their employer. Due to insurance limitations and regulations, no other passengers are permitted unless authorized by the County Administrator.
11. Jackson County reserves the right to monitor vehicle speeds, locations, and activities with the assistance of a vehicle monitoring device. The Human Resources Department reserves the right to obtain updated driving records and information from the State of Michigan, Secretary of State Office.
12. Failure to comply will result in the loss of the use of the vehicle and disciplinary action up to and including termination of employment.

6. Vehicle Legal Documents

1. All original titles to County vehicles (cars, boats, trailers, etc.) shall be maintained by the Facilities Department and housed in the Finance Department.
2. The County Administrator is responsible for maintaining adequate liability and collision coverage for assigned and unassigned vehicles. For insurance purposes, each employee authorized to operate a County owned vehicle must provide the County Administrator with their name as it appears on the operator’s license and their driver’s license number. The County’s insurance is in force when an employee operates County owned vehicles or equipment. Property belonging to the County locked inside a vehicle is covered by the County’s insurance against theft; however, personal property stolen from a County-owned vehicle is not covered, even if the personal property is used for County business. Employees are responsible for making sure there is a valid proof of insurance in the vehicle. If your County vehicle is stolen, follow these procedures:

1. Report the theft immediately to the local police and the County Administrator.
2. Obtain a copy of the police report filed.
3. Provide the County Administrator with the date and location of where the theft occurred and all relevant information, including the police report.
4. The Department Head/Elected Official shall provide the County Administrator with the model and serial number of any equipment stolen.
5. Forward the completed incident report and Police Report to the County Administrator within three days.

7. Vehicle Inspection/Repairs

1. All County owned or leased vehicles shall be maintained by the appropriate department and serviced on a regular basis.
2. Employees assigned a vehicle or equipment shall regularly inspect the vehicle and its equipment for proper operation, completeness, and damage. Any vehicle damage, defects, or service maintenance required shall be recorded and submitted by the employee in accordance with Departmental procedures by the end of the workday. County vehicles that require significant repairs where the vehicle is considered unsafe or illegal to drive and operate shall be taken out of service immediately and deemed nonoperational until appropriate repairs can be completed.
3. The Department Head/Elected Official or their designee shall schedule the equipment repairs and regular vehicle service using the County approved repair facility, unless a department has a certified mechanic and facilities that can provide oil changes, tire rotation, headlight and wiper blade replacement and other maintenance items. Leased vehicles with "maintenance" agreements are excluded. When the County receives a notification of a manufacturer recall, the Department Head/Elected Official or their designee shall be responsible for coordinating the repair.
4. Employees assigned to operate vehicles shall replenish the equipment or supplies normally carried in the vehicle and ensure it is properly fueled and serviced (oil, washer solvent, cleaned, etc.). Missing equipment, other than expendables, shall be promptly reported to the employee's Department Head/Elected Official.
5. No employee shall change, alter, or disable the safety or operating equipment of any County vehicle. No bumper stickers, other than County approved stickers, may be placed on the vehicles.
6. No employee shall contract or otherwise expend funds for the repair of a police vehicle except with the approval of the County Administrator or their designee.
7. Failure to comply will result in the loss of the use of the vehicle and disciplinary action up to and including termination of employment.

8. County Vehicle Emblems

1. All vehicles which are owned by the County shall be identified with a permanent County emblem. The size of the emblem to be placed on the vehicles shall not be less than 6 inches in diameter. County departments, such as Sheriff, Health Department, Airport, Parks, JCDOT, etc., are allowed to use a department-specific logo on their vehicles in place of the County emblem.
2. The foregoing notwithstanding, the following vehicles shall be exempt from displaying a County emblem:

1. Vehicles used by law enforcement personnel in covert operations;
2. Vehicles used by Friend of the Court personnel to conduct field investigations;
3. Vehicle used by the Investigator of the Prosecuting Attorney Child Support Division which is primarily used for service of process;
4. Vehicles used by the District Court Intensive Supervision and Collections Program personnel who require an element of surprise in the performance of their duties;
5. Vehicle used by the County Administrator per contract with the Board of Commissioners; and
6. All other vehicles used under circumstances where identifying the vehicle would either:

1. Prevent or substantially inhibit the completion of an employee’s job; or
2. Pose an unwarranted risk to the safety of an employee.

7. Requests for exemption to this policy shall be submitted in writing to the County Administrator for consideration.

9. Reporting Policy

1. Regardless of the situation, the following procedure MUST be followed in the event of a “Reportable Accident/Crash (reference above definition)” while operating a County owned vehicle, non-county vehicles driven by County Employees, or volunteers in the discharge of County work duties:

1. Immediately comply with all provisions of the Motor Vehicle Code regarding aiding injured persons, stopping to identify, and reporting to the police agency having jurisdiction.
2. Employee shall immediately notify their Department Head/Elected Official.
3. The Department Head/Elected Official shall notify the County Administrator within 2 hours of the accident. If extenuating circumstances prevent the incident from being reported within this time period, the County Administrator shall be notified as soon as reasonably possible.
4. Should an employee injury occur, an injury report must be completed and submitted to the Human Resources Department as soon as possible in order to file a worker’s compensation claim within 24 hours of the accident.

9. Role of Safety Committee

1. The Safety Committee will serve as a peer review for recommending changes to county driving privileges. The Committee will review driver incident reports received from Human Resources and discuss the risk imposed to employees, citizens, and property as a result of the employee driving on county business. The committee will send a recommendation to the County Administrator for policy consideration.
2. The Safety Committee shall generally not consider minor traffic violations as a reason for remedy except where a pattern of irresponsible behavior is evident. Traffic incidents in the line of duty by Sheriff’s deputies will be reviewed through the Sheriff’s internal investigation procedure and not by the Safety Committee.
3. REMEDIES

1. Remedies to be considered by the Department Head/Elected Official as a result of driving related incidents:

1. No Action – No change in county driving privileges.
2. Probation – The employee will be placed on probation for a period specified by the Supervisor between 6 months and 2 years.
3. Suspension – The employee will lose the privilege to operate a motor vehicle on county business for a space of time specified by the Department Head/Elected Official.
4. Corrective Action – The Human Resource Department may recommend that an employee take a class on safe driving.

4. CONSIDERATIONS

1. Voluntary reporting of incidents shall be looked on favorably by the Safety Committee. The Committee may choose to recommend a lesser administrative action based on the employee’s willingness to share information voluntarily.
2. The Department Head/Elected Official will favorably consider corrective action voluntarily taken by the employee.
3. The Department Head/Elected Official will take in to account an employee’s driving history when recommending remedies.

11. Post-Accident Substance Abuse Testing

1. An employee who is involved in a “Reportable Accident/Crash” or where the County has “Reasonable Suspicion” to believe that an employee has a detectable level of alcohol or a prohibited substance (illegal drug) while operating a County owned vehicle, will be sent for alcohol and controlled substance testing.
2. While it is impossible to list every factor that might lead to a reasonable determination the Department Head/Elected Official and the County Administrator may review each accident or incident on a case-by-case basis to determine if an alcohol and controlled substance test is necessary.

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County Employee Vehicle Use Acknowledgement

I have read and fully understand the Jackson County Motor Vehicle Use Policy and what is expected of me as a County employee. I further understand the responsibilities I have for the County-owned vehicle that has been issued me.

______________________________________

Signature of Employee

______________________________________

Signature of Supervisor Department Head/Elected Official

______________________________________

Date

______________________________________

County Administrator (Take-Home Vehicle Authorization Only)

______________________________________

Date

Adopted: 5/18/10
Revised: 9/18/18, 12/19/23

Cross References:  3180 - Employee or Job Applicants That Do Not Meet Minimum Requirements in Job Description

This policy combines policies 7060, 7030, 7050 and 7090 into the existing 5300 as of 11/30/2023

County of Jackson Policy No 5310 County Right of Refusal Policy (PDF)

County of Jackson
Policy Manual

ADMINISTRATIVE POLICY NO. 5310
ARTICLE XXXI
COUNTY RIGHT OF REFUSAL POLICY

1. Purpose

The purpose of the County right of refusal policy is to establish basic procedural requirements for fulfilling the county’s responsibility to determine if foreclosed properties should be acquired prior to the county tax sale.  

2. Definitions

1. Foreclosing Governmental Unit (FGU) – As defined by MCL 211.78(7)(a) means either the treasurer, or the state of Michigan if the county has elected the state to foreclose property. 
2. Forfeited or forfeiture – As defined by MCL 211.78(7)(b) means a foreclosing governmental unit may seek judgment of foreclosure under section 78(k) if the property is not redeemed as provided under this act, but does not acquire a right of possession or any other interest in the property.
3. County Proper – means the County Board of Commissioners.

3. Policy

1. Michigan state law MCL 211.78 provides counties with the opportunity to purchase foreclosed properties following rights of refusal from the state, cities, townships, and villages.
2. The Treasurer shall provide the County Board of Commissioners an opportunity to review foreclosed properties for a determination of interest in purchasing.    
3. The County Board of Commissioners shall act by resolution to purchase or not to purchase foreclosed properties.   

4. Process

1. The County Treasurer, acting as the Foreclosing Governmental Unit (FGU), will provide a listing of all tax delinquent real property no later than May 1st to the County Administrator’s office.  The listing will include:

1. A legal description,
2. Address, and
3. Minimum bid of each parcel.

2.  Review of Properties by the County

1. The County Administrator’s Office will review the foreclosed properties and provide a recommendation consistent with the county’s long range land use plan, strategic plan, facilities plan, or other viable use.   
2. The County Administrator will make available the opportunity for commissioners to review properties within their district prior to acting on the right of refusal.

3. Action: 

1. Upon review of the County Administrator’s recommendation, the County Board of Commissioners will act by resolution to purchase or not purchase foreclosed properties in accordance with MCL 211.78 by the first Tuesday of July.

4.  Transaction:

1. The minimum bid must be paid to the County Treasurer’s Office.
2. Once the resolution has been signed and minimum bid has been paid, the County Treasurer will prepare a quit claim deed to transfer the property from the County Treasurer to the County proper.
3. If property purchased by the county is subsequently sold after purchase from the foreclosing governmental unit, the county shall notify the County Treasurer and remit any proceeds in excess of the minimum bid and all costs incurred relating to demolition, renovation, improvements, or infrastructure development to the delinquent tax property sales proceeds account for that year.  The amount returned to the Treasurer will be the proceeds of the sale minus all costs incurred to acquire, maintain, and renovate the property.

Adopted:  5/15/12

County of Jackson Policy No 5320 Special Events (PDF)

County of Jackson
Policy Manual

ADMINISTRATIVE POLICY NO. 5320
ARTICLE XXXII
SPECIAL EVENTS

Jackson County appreciates your efforts in contributing to the community through your Special Events. We recognize that Jackson County is fortunate to have many varied locations, such as parks and facilities, which provide wonderful venues to host Special Events for the community.

To preserve the County’s assets and resources, while still offering enjoyment of events, the County Fair Office and County Parks permit the temporary use of public properties for special activities. The County Fair Office and County Parks coordinate the review of these events with various staff members to ensure that the events are conducted safely and protect the county’s assets and the health, safety, and welfare of the citizens.

Jackson County Fair Office and/or County Parks will distribute copies of your application to all appropriate departments or agencies affected by your event. The Jackson County Fair Office and/or County Parks will contact you individually only if there are specific questions or concerns about your event.

PURPOSE

The purpose of the Special Events Policy is to promote uniform procedures to regulate and permit special event activity at locations under the jurisdiction of Jackson County. The Special Events Application is a starting point for any group or individual who wishes to hold an event, parade, assembly, festival, or similar affair, utilizing, or reserving county assets or resources within Jackson County.

SPECIAL EVENT APPLICATION REQUIRED

This Policy Statement on Special Events covers all special events. Any organization wishing to sponsor or hold a special event in Jackson County, which takes place on public lands or lands that are controlled by Jackson County, will be required to complete the Jackson County Special Event Application.

Most Special Events within the County of Jackson that will require road closures are required to be approved by the County Board of Commissioners, Parks Commission (or designee), or Fair Board (or designee). Special Events that require low to moderate levels of resources can be approved by appropriate staff of the Jackson County Fair Office and/or County Parks.

Applications to conduct a Special Event must be made in writing to the Jackson County Fair or Jackson County Parks Office. Applications are available from the Jackson County Fair and County Parks Office and also on both departments’ websites. The County Fair Office and/or County Parks will provide a complete review of any Special Event Application, including consultation with the applicant as may be reasonably necessary to resolve problems and/or concerns. It is the responsibility of the event organizer to note the proposal of street and parking lot closures within their Special Events Application.

Event organizers should be aware that noise generated by the event could have an impact on the neighborhoods near the event site. Event organizers must be considerate of the neighborhood and be aware of the appropriate City, Township, or Village Noise Ordinance.

As an event organizer, you must consider the availability of rest room facilities during this event. Consideration should be made regarding the type of event, the length of time it will be held, the number of people, etc. You must determine the public accessibility of rest room facilities in the immediate area of the event venue and then identify the potential need for portable facilities. Remember to identify accessible facilities for ADA requirements as well.

IMPLEMENTATION

Eligibility Requirements

This applicant or representative of any business, group, or organization that seeks approval to conduct a Special Event, must be 21 years of age or older and officially designated as the agent of sponsoring business, group, or organization.

Classification of Special Events

Requirements for your Special Event will depend upon the Resource Classification of your Special Event. The expected number of participants may change the Resource Classification of a Special Event.

The examples provided below are general examples of types of events. Due to the unique characteristics of a Special Event, the Resource Classification may be increased.

LEVEL 1 SPECIAL EVENT – LOW RESOURCE

Events that involve no organized physical activity by participants and no severe exposure to spectators, i.e. meetings, prayer circles, seminars, and social gatherings and to reserve a county fairgrounds resource. These events may be approved by the Parks Director (or designee).

LEVEL 2 SPECIAL EVENTS – MODERATE RESOURCE

Events that involve limited physical activity by participants and no severe exposure to spectators, i.e. animal shows, auctions, flea markets, picnics, and political rallies and to reserve a county parks or fairgrounds resource. These events may be approved by the Parks Director (or designee).

LEVEL 3 SPECIAL EVENTS – HIGH RESOURCE

Events that involve major participation by participants and/or moderate high resource exposure to spectators, i.e. amateur, collegiate, semi-professional, or professional sporting events, a circus, carnival, or parade; concerts, dances, or theatrical performances, marathons, vehicle races, or other races; fireworks displays; and water events, involves road closures and to reserve county fairgrounds resource. These events must be approved by the County Board of Commissioners or Parks Commission (or designee) or Fair Board (or designee) for approval.

APPLICATION PROCEDURE

A Special Event Application must be received by the Jackson County Parks Office or Jackson County Fair Office sixty (60) days prior to the first day of the proposed event. An event may be expedited after the sixty (60) day deadline if the applicant shows that extraordinary circumstances were the cause of the late application. A late fee will be assessed for all applications not timely submitted. An incomplete application may result in denial of your request. Event organizers are requested to begin the process as early as possible in order to ensure proper approvals and deadlines are met. A completed, approved application also reserves the event location.

Please submit the following for each proposed Special Event:

1. Signed Application
2. Map (sketch) of event site, detailing street closures, parking requirements, etc.
3. Schedule of event
4. (If applicable) Proof of insurance/indemnification (Naming Jackson County as “Additional Insureds”)
5. (If applicable) Fully executed Hold Harmless Agreement; and
6. $25 processing fee

EMERGENCY MEDICAL SERVICES

Due to the vast number of different types of events, along with the anticipated crowd sizes, at a minimum, all event organizers should have the ability to contact 9-1-1 and access someone who is certified in First Aid/CPR. Also, basic First Aid Stations and/or kits shall be on site.

LIABILITY INSURANCE REQUIREMENTS

Liability insurance coverage is required in the dollar amount specified for the class of Special Event. The insurance carrier must be licensed in the State of Michigan and acceptable to the County of Jackson. A Certificate of Insurance evidencing the amount of liability insurance must be submitted with your application. In addition, a policy endorsement naming Jackson County as additional insureds on the policy must be submitted at least two weeks prior to your event. It is understood and agreed by naming Jackson County as additional insured, coverage afforded is considered to be primary and any other insurance Jackson County may have in effect shall be considered secondary and/or excess.

Your Special Event Application will not be accepted without the submission of all required insurance documents. For Level 1 Special Events, the event organizer can choose to either provide the County with the above insurance requirements, or can instead execute a Hold Harmless Agreement with the County. Level 2 and Level 3 Special Events require $1,000,000 in commercial general liability insurance. Hold Harmless Agreements or insurance documents must be provided at least two (2) weeks prior to your event.

The Hold Harmless  Agreement should include the following language: To the fullest extent permitted by law, applicant agrees to defend, pay on behalf of, indemnify, and hold harmless Jackson County, its elected and appointed officials, employees, agents and volunteers, and others working on behalf of Jackson County against any and all claims, demands, suits, or loss, including all costs connected therewith, and for any damages which may be asserted, claimed, or recovered against or from Jackson County, by reason of personal injury, including bodily injury or death and/or property damage, including loss of use thereof, which arises from this event.

CLEAN UP, SITE RESTORATION, AND REIMBURSEMENTS

Event organizers are responsible for cleanup and repairs. Event organizers who fail to clean up and repair damages to the Event Area shall be billed for County services. Failure to clean up and repair will be considered in approval for future special event applications. Reimbursements for the cost incurred by the County in order to meet requests of the event organizers shall require reimbursement of those expenses.

JACKSON COUNTY COMMISSION APPROVAL

If you are notified that your event will require the approval of the County Board of Commissioners or Parks Commission or Fair Board, it is recommended that the event request is on the agenda and that the event organizer is present at the County Commissioners meeting to answer any possible questions that County Commissioners may have regarding your proposed event. Please note, if questions arise at the County Commissioners meeting and a representative is not present, your request may be denied or approval may be delayed. The County of Jackson is not responsible for delays caused by the event organizer’s failure to meet all special event policy requirements.

Upon approval of the Special Event Application, the Jackson County Parks Office or Jackson County Fair Office will provide notification as to the action to the event organizer. This confirmation will serve to outline any special conditions that must be met if the event is to be held.

JACKSON COUNTY RESERVES THE RIGHT TO WAIVE ANY REQUIREMENTS OF THIS POLICY IN THE INTERESTS OF THE HEALTH, SAFETY, AND WELFARE OF THE CITIZENS OF JACKSON COUNTY.

Adopted: 1/17/17

County of Jackson Policy No 5330 Service Animal Policy (PDF)

County of Jackson
Policy Manual

ADMINISTRATIVE POLICY NO. 5330
SERVICE ANIMAL POLICY

1. Purpose:  The County of Jackson is committed to providing reasonable accommodations to persons with disabilities and fulfilling its responsibilities under federal and state law. This policy governs the use of service animals in County buildings by persons with disabilities. These guidelines adhere to the Americans with Disabilities Act of 1990, as amended (the “ADA”), and ensure that people with disabilities who require the use of service animals receive the benefit of the work or tasks performed by such animal(s).
2. Definitions:

1. Service Animal – The term “service animal” is defined as a dog that is individually trained to do work or perform tasks for an individual with a disability, including a physical, sensory, psychiatric, intellectual, or other mental disability. The task(s) performed by the service animal must be directly related to the individual’s disability. This definition excludes all comfort, support, therapy, and companion animals as they have not been trained to perform specific tasks directly related to the person’s disability. Other species of animals, whether wild or domestic, trained or untrained, are not considered service animals under the ADA.
2. Miniature Horse – The County shall make reasonable modifications to its policies, practices, and procedures if necessary to permit the use of a miniature horse by an individual with a disability so long as the miniature horse has been trained to do work or perform tasks for the benefit of the individual with the disability. If such reasonable modifications are made, requirements which apply to service animals shall also be applied to miniature horses. In determining whether such modifications can be made, the County shall consider the following: 1) the type, size, and weight of the miniature horse and whether the facility can accommodate these features; 2) whether the handler has sufficient control of the miniature horse; 3) whether the miniature horse is house broken; and 4) whether the miniature horse’s presence in a specific facility compromises legitimate safety requirements that are necessary for safe operation.
3. Service Animal-in-Training – Under the ADA, a service animal-in-training is not considered a service animal. Only adult dogs, twelve months of age or older, are considered service animals-in-training under County policy.

3. Clarifying an Animal’s Status: County employees should not question an individual about an accompanying service animal if the individual’s disability is readily apparent and the function of the accompanying animal is clear. However, when it is not obvious what service an animal provides, the County may only ask the following two questions: 1) Is the dog a service animal required because of a disability? and 2) What work or task has the dog been trained to perform?
4. Requirements:

1. General – Service animals brought to a County building are required to be in compliance with all state and federal licensure, vaccination, and tagging requirements.
2. Handling – The individual requiring the assistance of the service animal is responsible for providing the service animal with full control, care, and supervision. The individual is also responsible for ensuring the cleanup of all animal waste and for any damage caused by their service animal.
3. Identification – The ADA does not require service animals to wear a vest, ID tag, or special harness identifying them as a service animal. The County may not require documentation, such as proof that the animal has been certified, trained, or licensed as a service animal, as a condition for entry. Mandatory registration of service animals is not permissible under the ADA.
4. Restraints – A service animal shall have a harness, leash, or other tether, unless the handler is unable because of a disability to use a harness, leash, or other tether or the use of a harness, leash, or other tether would interfere with the service animal’s safe and effective performance of work or tasks, in which case the service animal shall be otherwise under the handler’s control.

5. Removal/Exclusion of a Service Animal from a County Facility: The County may require the removal of a service animal that is within a County facility, or prohibit a service animal from designated areas within a County facility, if the County determines, in its sole and exclusive discretion, that the service animal: 1) has damaged any real or personal property within the County facility; 2) is a threat to the health and safety of others; 3) is disruptive (e.g. barking repeatedly, wandering, displaying aggressive behavior) and their behavior is outside the duties of the service animal, and the handler fails to take effective action to control the service animal; 4) is ill, unhygienic, and/or unsanitary; 5) is not house broken; or 6) may fundamentally alter the nature of a County good, service, or program. Allergies or fear of dogs are not valid reasons to deny access or refuse service to individuals using a service animal. The County reserves the right to take any further action as otherwise permitted or required by state or federal law. If the service animal is prohibited or removed from a County facility, the individual with a disability will be given the opportunity to participate in the service, program, or activity without having the service animal on the premises in compliance with the ADA.
6. Interacting with a Service Animal: Service animals work and perform tasks, and are not pets. Accordingly, County employees must adhere to the following best practices when interacting with service animals: 1) do not touch, pet, or feed a service animal unless invited to do so by the handler; 2) do not deliberately distract or startle a service animal; and 3) do not separate or attempt to separate a service animal from the individual using the animal’s services. A service animal may become stressed during emergency situations involving smoke, fire, sirens, or injury, and exhibit protective behavior. Be aware that service animals may try to communicate the need for help. In emergency situations, County employees should make every effort to avoid the separating of the individual from their service animal.
7. Reporting Animal Bites: Please refer to the Jackson County Animal Control and Protection Ordinance for proper handling of animal bites.
8. Dispute Resolution: Disputes or disagreements regarding a disability determination, appropriateness of an accommodation, service quality, or an animal restriction should be directed to contact the Assistant County Administrator by telephone at 517-768-6623.
9. Misrepresentation of Animal: An individual shall not falsely represent that he or she is in possession of a service animal, or a service animal-in-training, in any public place. If a County employee believes an individual has made such a false representation, the County employee should bring their concerns to the attention of Assistant County Administrator by telephone at 517-768-6623. Reported incidences will be submitted to the Michigan Department of Civil Rights for review and investigation.

Adopted: 7/23/19

County of Jackson Policy No 5340 MPSCS Radio Policy (PDF)

County of Jackson
Policy Manual

ADMINISTRATIVE POLICY NO. 5340
MPSCS RADIO POLICY
(MICHIGAN PUBLIC SAFETY COMMUNICATIONS SYSTEM)

1. PURPOSE

The purpose of this policy is to assure that any private sector entity wishing to gain access/approval to the Michigan Public Safety Communications System (“MPSCS”) radio system in Jackson County has a complete understanding of the requisite items that need to take place during the process. Non-County members will be defined as any entity that is not dispatched by 911. County members will be defined as any entity that is dispatched by 911 (i.e., Fire, Dispatch, Law enforcement, and EMS).

2. POLICY

1. Any entity wishing to gain access on the MPSCS system in Jackson County must first notify, in writing, their intent and desire to come on the system in Jackson County, to the 911 Advisory Board. The notification must include the following:

1. How many radios they are seeking to bring onto the system,
2. How they utilize their current radio system,
3. Their hours of use and/or operation,
4. How their operation directly relates to Public Safety.

2. Jackson County Central Dispatch (JCCD) Director will request from the State of Michigan MPSCS, a Grade of Service study (GOS). The GOS will indicate whether or not there are enough channels available for use, to ensure that no other current user gets a busy indicator due to the potential additional radios. The cut-off rate for this GOS Study is at 1.70%. If at any time the study comes back higher than 1.70%, the entity(s) wishing to gain access will be required to purchase enough channels to bring this study down to 1.70% at their cost. At no time will Jackson County allow the GOS study to be higher than 1.70%, as this would create an unsafe environment for first responders.
3. All radios and equipment must be purchased and maintained by the individual entities. JCCD and/or Jackson County will not be responsible for radios, installs, or equipment for other entities.
4. Any proposal to come onto the MPSCS system will be voted on by the 911 Advisory Board first. Information for the 911 Advisory Board must be available to make a determination on appropriate access for the proposed entity desiring to be added to the system. If said proposal passes the 911 Advisory Board, a proposal will then be moved to the Jackson County Board of Commissioners for final approval.
5. A Letter of Agreement (LOA) with the County of Jackson is required for access to the system.

3. COST

1. Each Non-County member is responsible for both their share of investment costs and the operating expenses, annually.
2. If a Non-County member is adding infrastructure to the county’s radio system, they will receive an annual 3% credit of their total investment. They will be required to show documentation of their investment.

4. RADIOS

1. Only approved radios permitted by MPSCS and Jackson County can be on the system.
2. All radios programmed by the Michigan Department of Technology, Management and Budget (“DTMB”) will have a pre-assumption of 7.

RESPONSIBILITY:
It shall be the responsibility of all personnel to comply with this directive.

Adopted: August 23, 2022

County of Jackson Policy No 5350 Use of Drones/Unmanned Aircraft Systems by County Employees (PDF)

County of Jackson
Policy Manual

ADMINISTRATIVE POLICY NO. 5350
USE OF DRONES/UNMANNED AIRCRAFT SYSTEMS BY COUNTY EMPLOYEES

1. Purpose

The County of Jackson recognizes that the operation of Unmanned Aircraft Systems (UAS) devices, also referred to as “drones”, can assist in accomplishment of tasks and duties of various County Departments and Offices. As such, this Policy will outline the responsibilities of County Department Heads, Elected Officials and Employees to ensure that UAS devices are operated safely and in accordance with applicable Federal, State and Local requirements.

2. Scope

This policy applies to all County employees, groups or organizations having a direct association with the County or companies employed by the County. This policy also applies to any person operating a UAS device on County property or land to the extent that all individuals are required to comply with Federal Aviation Administration (FAA) regulations, state and federal laws.

3. Definitions

COA – FAA Certificate of Authorization COA is an authorization issued by the Air Traffic Organization to a public operator for a specific UA activity.

Drone – A common name for a UAS devise

Public Operator – Public agencies operating drones for governmental purposes. Generally speaking, a COA is required.

UAS – Unmanned aircraft system(s)

UAS Certification – FAA mandated pre-flight check to ensure safe operation of the UAS

UAS Pilot Certification – FAA mandated minimum training and certification standards that are detailed in FAA Part 107 rules: https://www.faa.gov/uas/

UAS Registration – FAA mandated UAS device registration: https://www.faa.gov/uas/

Discussion: Michigan Act No. 436 of 2016 prohibits a political subdivision or other legal entity from creating an ordinance or resolution that regulates the ownership or operation of a UAS (Drone). This prohibition does not limit a political subdivision or other legal entity from regulating the use of a UAS by that political subdivision within that respective boundary. Operation of a UAS is permitted if operated in a manner consistent with Federal Law. A person operating a UAS shall not interfere with the official duties of a police officer, firefighter, paramedic or search and rescue personnel. P.A. No. 436 also prohibits other specific acts by a person operating a UAS (see attachment).

County Department Heads and Elected Officials may post County facilities and/or property to prohibit drone operation should it be determined to present a hazard to the public. Examples of this would include special events, facilities where there are high concentrations of people gathered, or other special circumstances. Additionally, the County Official or Department Head may request that Jackson Air Traffic Control not allow drone operation during special events e.g. Civil War Muster, County Fair, other festivals or events.

4. Policy Detail

1. It is the responsibility of the County Department Head or County Elected Official to follow all of the following steps prior to operating a UAS device in the course of County business:

1. Notify the County Administrator of the intended UAS utilization;
2. Notify the HR Department of the intended UAS utilization to ensure coverage by County general liability insurance;
3. Ensure that the UAS device(s) are registered with the FAA
4. Ensure that the UAS operator meets minimum FAA certification and licensing requirements;
5. Ensure that citizen privacy expectations are not violated;
6. Ensure that contractors or groups having a direct association with the County comply with UAS operation rules and regulations;
7. Obtain a COA from the FAA when required; https://www.faa.gov/about/office_org/headquarters_offices/ato/service_units/systtemops/aaim/organizations/uas/coa/emops/aaim/organizations/uas/coa/
8. Make immediate notification of County Administration of any UAS incidents causing property damage or personal injury.

2. It is the responsibility of a UAS operator and/or supervisors in charge of a UAS operation to comply with the following:

1. The UAS device is operated in a safe and prudent manner;
2. The UAS operation does not violate a reasonable expectation of privacy by citizens;
3. The UAS operator is properly trained and licensed for UAS operations;
4. The UAS operation is solely for County of Jackson purposes only.
5. Notify Jackson Air Traffic Control (517-782-9852) if operating within 5nm of the Airport.

3. It is the responsibility of any member of the public operating drones or UAS devices on County property or land to comply with the following:

1. The UAS device is operated in accordance with State of Michigan law; FAA rules and regulations;
2. The UAS device is not flown in close proximity or over top of people or animals;

NOTE: If unsafe or illegal operation of a UAS device is observed, the County official in charge of that event or property will ask the operator to cease operations or contact law enforcement, which ever action is the most prudent.

V. Responsibility

It is the responsibility of all County employees and Elected Officials to comply with this policy.

VI. Reference

State of Michigan Act No. 436 of 2016 “Unmanned Aircraft Systems Act”; FAA Regulations Part 107; University of Wisconsin Whitewater UAS Policy; National League of Cities “Cities and Drones”

Adopted: 10/2017