Loading...
2007-06-18 Regular Meeting MINUTES Personnel Advisory Board Minutes Regular Meeting June 18, 2007 I CALL TO ORDER The Personnel Advisory Board regular meeting of June 18, 2007 was called to order by P AB Chair Pam Foreman at 5:35 p.m. in the Kodiak Island Borough Conference Room. II ROLL CALL Board Members Present B ill King Brenda Zawacki Pam Foreman A quorum was established. Staff Present Rick Gifford, Borough Manager Lauri Whiddon, HR Officer/Executive Assistant KIB Employees Present Mary Barber Dria Bray-Holloway III ACCEPTANCE OF AGENDA The agenda was approved as submitted. IV APPROVAL OF MINUTES A motion was made to approve the minutes of the July 18, 2006 meeting as submitted. A second was made. A grammatical error was pointed out by a member of the board. The minutes of the July 18,2006 meeting were approved as amended. V CITIZENS' COMMENTS Note: Board Member Sue Eoffjoined the meeting at this point of the meeting at 5:39 pm. Mary Barber asked if the draft minutes of the last meeting will be available so that comments could be made at the next meeting. A copy of the draft minutes of the last meeting of the P AB will be available at the time that the packets are distributed, as well as being available on the Borough web Personnel Advisory Board Page I of 4 June 18,2007 site. For this meeting, the packets were distributed to board members and all employees by email due to the fact that the scanning equipment was down. Mary Barber stated that in the minutes of the last meeting there was a reference to a job description that was to be reviewed. The Manager stated that the Accounting Technician/Payroll position was revised working with the IBEW Business Representative, the department head, supervisor, and the employee in the position at that time. The job description was reviewed; the department head determined that there was no change to the salary placement, so it did not come before the Board. Mary Barber also stated that there was concern at the last meeting that across the board, job descriptions were not being reviewed and revised on a yearly basis, and there were several employees who wanted their job descriptions reviewed. Pam Foreman stated that topic would be discussed at tonight's meeting. Manager Gifford added that the Personnel Manual states that all job descriptions are to be reviewed on a yearly basis, however, the process had not been done for quite some time, so many of the job descriptions are not updated. He stated that it is our goal to update the format of each job description so that they are compliant with ADA requirements. He went on to say that this will be a big project and with limited staff to complete all the work, it has been a challenge to find the time to do it. He added that there is a process that will be followed and once all the job descriptions are updated, it will be easier to facilitate each year. Sue Eoff asked if initially the process will be presented to all department heads across the board and start everybody all at one time. Manager Gifford stated that was the goal. He added that in the meantime, department heads should be going through each job description at the time of evaluation of each employee and they should already be making notes of any changes of duties at that time. The task evaluation is the form that is used for that purpose. VI ITEMS OF BUSINESS a) Personnel Status Report Lauri Whiddon briefly went over the Personnel Status Report. b) Job Description - Salary Placement 1. Grant Writer/Special Projects Support - New Position A motion was made and seconded to approve the recommended salary range placement for the new position of Grant Writer/Special Projects Support at Range 17.0 of the salary scale. Discussion followed. Lauri Whiddon gave an overview of the handouts that were included in the Board packet. The handouts, which included sections of the Personnel Manual describing the Board's responsibilities in the salary range placement process, how the classification plan works, and how the recommended range of 17.0 was determined for this particular position. Manager Gifford described the new position, the qualifications for the position, and the duties of the new position. Discussion followed on the Personnel Advisory Board Page 2 of 4 June 18,2007 points value of middle management and upper management for the position, and the daily and organizational responsibilities. Manager Gifford also stated that once the salary range is approved for this position, advertising will begin immediately. After discussion, Chair Pam Foreman restated that there was a motion on the floor to approve the recommended salary range placement for the new position of Grant Writer/Special Projects Support at Range 17.0 of the salary scale. The motion passed unanimously. VII COMMENTS a) Citizen Comments Dria Bray-Holloway asked if the new position of Grant Writer/Special Projects Support would assist with human resources projects. Manager Gifford responded that possibly this person would assist with a one-time project. For example, the new employee might research a policy that would affect all departments, or assist with the coordination of the capital improvement projects list, which is generally associated with grants for the funding of these projects. Mary Barber had a question with regard to the updated position of HR Officer/Executive Assistant, asking if that position was updated prior to the P AB being reorganized. She wanted clarification as to whether the process was to initiate a new job since there was no P AB in place at the time. Manager Gifford stated that at the time the updates were being made to the Administrative Assistant job description, there was no active P AB and Interim Borough Manager Nancy Galstad received Assembly approval to reclassify the position, so it was done at the Assembly level. Mary Barber added that the employees have not seen the newly-formatted job description in the Personnel Manual. Lauri Whiddon stated that ultimately, that section of the Personnel Manual will be updated, and all changes will be copied and distributed to each department. She added that for now, she would make the new job descriptions available on the Borough Drive under Job Descriptions. b) Manager Manager Gifford thanked the Board for their time in working through the process; a process that is new to the Board, to him, and to the employees. He stated that as we work through the process, it is important and a goal of his to try to make it fair and consistent for all employees. He stated that there is another new position, that was approved by the Assembly in the budget at the time that the Grant Writer position was approved and that is a position in the Engineering & Facilities Department. He stated that due to the fact that we had a change of department heads in that department, there was a delay in getting the job description ready for this meeting. He went on to briefly describe some of the duties of the new position. Manager Gifford stated that once this job description is finished, we hope to be able to look at all the other existing job descriptions and update them into the new format. c) Board Sue Eoff asked if we were going to schedule the next meeting. Pam Foreman suggested that the Board plan to meet quarterly sometime the first month of each quarter, and have staff contact Personnel Advisory Board Page 3 of4 June 18,2007 Board Members one month prior to the beginning of the quarter to schedule the time. Discussion followed and the Board agreed to this process. Lauri Whiddon and the other Board Members thanked Sue Eoff for her willingness to serve another term on the Board. IX ADJOURNMENT The meeting was adjourned at 6:45 p.m. Respectfully submitted: ~ q~~ OC;&)~3'J1 d-fY)::r I Date Approved Personnel Advisory Board Page 4 of 4 June J 8,2007