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1999-01-27 Quarterly Meeting MINUTES Personnel Advisory Board 1 st Quarter'Regular Meeting January 27, 1999 5:15 p.m. I. CALL TO ORDER The Personnel Advisory Board first quarter regular meeting of January 27, 1999 was called to order by Warren Russell, Vice-Chairman, at 5:30 p.m. in the borough conference room. ll. ROLL CALL Present Absent Staff Chris Jamin Warren Russell Jody Spivey Chris Nielsen Becky Lorentz Chris Lynch Tom Manninen Rachael Nelson Eileen Probasco James A. Skog Donna Smith David Weinand Linda Moore- staff support A quorum was established. ID. ACCEPTANCE OF AGENDA The agenda was accepted as submitted. IV. MINUTES OF PREVIOUS REGULAR MEETING The minutes of the fourth quarter meeting of November 4, 1999 were approved unanimously. v. ITEMS OF BUSINESS a) Parliamentary Procedure Training: Donna Smith, Borough Clerk, explained that she serves as the parliamentarian at the Assembly meetings and they ascribe to Robert's Rules of Order. Per the open meetings act, Ms. Smith explained that the Borough has a newspage in every Wednesday's paper that gives notification of all meetings. She distributed two booklets to the Personnel Advisory Board that gave information on the different types of motions, those requiring a second, and quorum information. Approved minutes of the Personnel Advisory Board are given to the clerk who places them in the assembly packets. Ms. Smith added that the election of officers could be postponed until the next regular meeting when there might be more members. She encouraged the Board to call her with any questions. Personnel Advisory Board Page 1 January 27, 1999 Ms. Smith clarified that there would be a $600 increase to her budget over what is currently budgeted. Mr. Manninen responded to Ms. Lynch that her point was well taken. His first intent was not to recommend the changes either but upon further research of title and pay ranges throughout the Borough, the top positions in each department, their abilities to assume the department head position, and after discussion with the clerk, there was a compelling argument to do so. The peer review members did not agree with him fully but it was an eye-opening process and given the existing system it was the best and fairest way to correct an existing inequity in the way the positions had been rated in the past. He responded to Ms. Jamin that the peer review had rated the Deputy Clerk at a 14 not the 17.5 in his recommendation. In response to Ms. Spivey, Ms. Smith explained the process and the meeting with the Manager, and perhaps her tendency to rank too high. The peer review process was a valued addition and helped to balance the perceptions of everyone. She reiterated her budget projection that staffing three positions of Clerk, Deputy Clerk and Assistant Clerk would increase by $600 more than original staffing. (Clerk, Deputy Clerk, and Records Manager). In response to Ms. Lynch, Ms. Smith indicated that the new Assistant Clerk would have many of the same duties equivalent to a Secretary III but with a "clerk" title. Ms. Lynch expressed concern regarding the experience necessary for the Deputy Clerk position in that eight years was needed. Ms. Smith indicated that the experience requirements for the Deputy Clerk had not changed. Board members reviewed the job description and noted that there were changes made to experience. There was discussion of what the language in the requirements actually meant regarding substitution of experience for college courses. Ms. Smith pointed out that the Deputy Clerk is an administrative position not a secretarial one and should require more schooling. Ms. Rachael Nelson, receptionist at Kodiak Fisheries Research Center (KFRC) and former human resources director, was concerned about the revised education/experience requirements for the Deputy Clerk and finding a qualified applicant should a vacancy occur. She stated that the requirements had changed from an associates degree plus one year experience or substituting three years experience to an associates degree plus four years experience or substituting eight years experience. She viewed this from a hiring standpoint only indicating that eight years seemed excessive when she reviewed requirements in other departments. She pointed out that the experience requirement for the department head position of Assessor was only six years. The differences in the descriptions from the Personnel Manual were discussed. Ms. Smith stated the new job description had developed from reading other municipalities job descriptions throughout the state, but she did not have any concerns with the original requirements. Mr. Manninen commented that changing the education/experience requirements would not change the points system for the rating of 17.5. Personnel Advisory Board Page 3 January 27, 1999 Mr. Manninen explained how the range differences for levels of technical skills were perceived differently by individuals. He felt that with the peer review system, each department would have the responsibility of reviewing another's and thus the system was inherently fair. Ms. Smith commented that she thought the need for technical skills with responsibility for managing records, meeting legal requirements and assuming duties of the Clerk made the Deputy Clerk an upper management designation. Mr. Russell asked for a vote on the motion with range set at 17.5 for the Deputy Clerk revised position. The motion carried unanimously. d) Personnel Status Report Mr. Manninen responded to questions about temporaries and confirmed that they did not receive any benefits. He also explained the daily duties and grants budget for the Daycare Assistance Administrator to Mr. Russell. Mr. Russell acknowledged the receipt of the personnel status report without objections. V. COMMENTS Ms. Smith thanked the board for consideration of her requests and reminded them that another vacancy exists on the board that would expire December, 1999. The date for the next quarterly meeting was set for Wednesday, April 28, 1999 at 5:15 p.m. VI. ADJOURNMENT The first quarter regular meeting was adjourned at 6:47 p.m. L0~ Ol~ Linda Moore Secretary t~~it:ihmL ('L~ ~ APPROVED: S-s-QCf Personnel Advisory Board Page 5 January 27, 1999