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1977-05-11 Regular MeetingCITIZEN ADVISgY'COMt4ITTEE) 1 FOR PERSONNEL POLICY Minutes for May 11, 1977• I. CALL TO ORDER. The meeting was called to order by Chairman Tom Simpler at 7:00 p.m. in the Borough Conference Room. II. ATTENDANCE. Present Lorna Arndt Wayne Coleman J. Tim Johnson Frank Parker, Jr. A quorum was established. III. READING OF THE MINUTES. Tom Simpler, Chairman Carol Smothers Owen Tarr (7:30 p.m.) Stu Denslow (Ex Officio) I The minutes of the previous meeting of May 4, 1977, were read and approved as stated. IV. COMMUNICATIONS. The Alaska Public Retirement System was brought to the forefront of committee discussion as a high priority item to definitely be considered for the Kodiak Island Borough. Frank Parker moved that the committee recommend to the Borough Assembly that they adopt the Alaska Public Retirement System as part of their Personnel Policy. Lorna Arndt seconded the motion. The purpose of this motion was to get actions underway so that there would not be any wasted time. In this manner the Borough Assembly could proceed with a financial study which would give them a fuller understanding of the costs involved in adopting the Alaska Public Retirement System for the Kodiak Island Borough. Roll call vote was taken to determine if all were in agreement of proceeding with this action: Carol Smothe yes, Wayne Coleman -yes, Tim Johnson -yes, Frank Parker -yes Lorna Arndt -yes, and Chairman Tom Simpler -yes. Roll call vote was unanimous. Chairman Simpler stated that he would dictate a letter to Mr. Peotte Presiding Officer of the Borough Assembly, stating the Personnel Policy Committee's recommendation to adopt the Alaska Public Retire- ment System. V. CONSIDERATION OF ASSIGNMENTS. Chairman Simpler provided the group with copies of a draft of the Organization of the Personnel Board. It proposed that the Borough Assembly would appoint a personnel board consisting of five members for overlapping two-year terms. A member of the personnel board may not hold any office or position in the Kodiak Island Borough govern- ment and must be a registered voter in the Kodiak Island Borough. CITIZEN ADVISORY COMMITTEE FOR PERSONNIL kOL2CY' May 11, 1977 Page 2 The Personnel Board would be required to hold a meeting each quarter which would allow employees of the Borough to make suggestions and recommendations. They would also conduct meetings to handle grievance matters at other times. Consideration was also given to requiring a representative of the Personnel Board to attend each monthly regular meeting of the Borough Assembly for organizational recommendations and answer questions that may come up. At the next meeting Chairman Simpler will try and update his draft of the Organization of the Personnel Board, taking into consideration recommendations made by the Personnel Policy group. Wayne Coleman, next, presented a draft of definitions of responsibiliti( and authority of the Borough Assembly, Borough Manager, Department Head: Supervisory Personnel, and Employees in relation to the Personnel Polio The only change in his draft was to state:"The Borough Manager shall have the responsibility and authority to appoint and dismiss all Boroug) personnel except those appointed by the Assembly as stated in the applicable ordinance or contractual agreement". Frank Parker presented his draft on Recuitment. The committee members discussed the pros and cons of adding a statement of exception to nepot: in hiring related personnel under special conditions. The group thought it wise to write in a statement of exception of such, 'should the Borough ever be in a position where a relative of an employee was the best and possibly the only qualified applicant for a job. VI. COMMENTS. Lorna Arndt presented a request made by a Borough employee in reference to overtime. The committee was asked to give thought to the "salaried" employees who work overtime but are not compensated because it is in- cluded within their salary. The committee noted that at the appropriat( time they would give consideration to writing in exactly what respon- sibilities would be covered under their job descriptions and what could be claimed as overtime. The committee was also asked to consider giving compensation to formal bodies of the Borough such as Planning and Zoning Commission, OCS, Personnel Board, etcetera. Compensation was suggested in an amount of twenty-five dollars per meeting for each member attending. This pro- cedure was mentioned as adding incentive for attending the meetings, it would help cover wear and tear and travel expense on a member's vehicle, and it was thought to be a reasonable amount. The committee decided to give more time and thought to this presentation. In discussing Recruitment, it was discovered that the Borough accepts unsolicited job applications when jobs are not available. The group had different opinions as to whether this practice should continue or not. aBecause of this, they requested that the Borough Manager's Office check into the State Regulations as to how long applications have to be kept and/or if we have to accept unsolicited job applications. 1 CITIZEN ADVISORY COMMITTEE FOR PE7SO7NEL POLI13Y 1- j May 11, 1977 Page 3 VII. ASSIGNMENTS. Wayne Coleman volunteered to look into the City of Palmer's job classification system. Carol Smothers is also going to try and provide the group with a copy of the Federal classification system. Frank Parker's assignment is to redraft Grievance Procedures. VIII. MEETING SCHEDULE. The next meeting is scheduled for May 18, 1977, Wednesday, at 7:00 p.m. in the Borough Conference Room. IX. ADJOURNMENT. There being no further business the meeting was adjourned at 9:35 p.m. ATTEST: 46wil a a /I OV) Secretary