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1998-01-28 Regular Meeting MINUTES RECEIVED r ----~ I Am 2 7 1998 KODIAK ISLAND BOROUGH OFFICE OF THF ' {'I .~- \..,..:_~ Personnel Advisory Board 1 st Quarter Regular Meeting January 28, 1998 5:15 p.m. I. CALL TO ORDER The Personnel Advisory Board 1st quarter regular meeting of January 28, 1998 was called to order by Craig Fanning, Acting Chairman, at 5:15 p.m. in the borough conference room. n. ROLL CALL Present Absent Staff Other Craig Fanning Chris Jamin Chris Nielsen Warren Russell Dorothy Weeks Rachael Miller A quorum was established. m. ACCEPTANCE OF AGENDA The agenda was accepted unanimously as submitted. IV. MINUTES OF PREVIOUS REGULAR MEETING The minutes of the 4th quarter regular meeting of October 8, 1997 were approved unanimously. V. ITEMS OF BUSINESS a) Election of New Chairmen Craig Fanning, Acting Chairman, entertained a motion for election of a new chairman. Chris Jamin moved to nominate Chris Nielsen. Dorothy Weeks seconded the motion. All but Chris Nielsen were in favor of the motion. Chris Nielsen was elected the new chairman and agreed to accept the position. Personnel Advisory Board Page 1 ofS January 28, 1998 I I Mr. Nielsen entertained a motion to elect a new vice chairman. Ms. Weeks moved to nominate Warren Russell. Ms. Jamin seconded the motion. All were in favor of the motion and Warren Russell was elected vice chairman. b) Review of salary olacement for Receotionist - KFRC and Maintenance Eneineer -KFRC Ms. Jamin clarified that the Receptionist and Maintenance Engineer were new positions. Ms. Weeks asked about the funding for the positions. She clarified that the positions would be paid by the Kodiak Fisheries Research Center lease. Mr. Nielsen asked if the positions would be part of the bargaining unit. Rachael Miller indicated that she believed they would be part of the unit since they were similar to other positions that were already part of the unit. Mr. Fanning indicated he would like to know the salary ranges for the positions. Ms. Miller indicated that the proposed ratings placed the Receptionist at a Range 10.5 with a starting salary of $28,896/yr and a maximum salary of $38,862/yr. and the Maintenance Engineer at a Range 18.5 with a starting salary of $42,896/yr and a maximum salary of $57,691/yr. Ms. Weeks asked when the Borough would recruit for the positions. Ms. Miller indicated the Receptionist position would be advertised in the summer. Mr. Fanning stated that the job description seemed vague and said he was curious about the Receptionist's primary responsibilities. Ms. Miller indicated that the Receptionist would be responsible for answering phones and taking messages, greeting and directing building visitors, conducting tours of the interpretive center, coordinating wildlife and fisheries video showings, updating write-ups about organisms in the aquarium and touch pool of the interpretive center, and providing some clerical assistance to the tenants of the building. Mr. Nielsen asked if the proposed pay rate was at the low end of the Borough salary scale. Ms. Miller indicated that the pay was not at the lowest end of the pay scale. She stated that the lowest pay rate on the scale was a 7.0 and stated that the Receptionist position fell between a Secretary II rating of8.5 and a Secretary III rating of 11.0. Mr. Fanning expressed concern over the supervisor for the position not being on site. He said it could get confusing for the individual in the position if they were taking orders from everyone in the building, yet reporting to a supervisor at the Borough building. Mr. Russell commented that it would be less confusing if there were guidelines for the tenants that outlined what they could and couldn't ask of the Receptionist. Ms. Jamin commented that supporting the tenants on top of other duties was a lot of responsibility for the position. Mr. Fanning stated that the pay seemed low for the position. He said he was concerned about the Receptionist handling secretarial duties for Personnel Advisory Board Page 2 ofS January 28, 1998 . I the tenants and said he would rather see that taken out. Ms. Miller stated that she thought each tenant would have their own support staff and would not be asking for a lot of support from the Receptionist. Ms. Weeks suggested that if the agencies in the building had their own secretaries, that parameters could be established regarding what tenants could request from the Receptionist. Mr. Fanning commented that the Receptionist title was a deceptive title for the position, based on all that would be handled. He suggested that a title with public relations in it might be more descriptive. He then commented that the Receptionist title was probably an appropriate title. Ms. Weeks commented that she agreed with Mr. Fanning about concerns over the Receptionist doing clerical work for the tenants. She said that the greeting duties of the position should keep that person busy. Mr. Nielsen asked what type of videos would be shown at the Center. Ms. Miller indicated that Kodiak wildlife videos, fisheries management and research videos, bear safety and marine life videos were the types of videos that would be shown. Ms. Jamin asked who had been hired for the Engineering & Facilities Director position. Ms. Miller stated that Chris Lynch had been hired. Ms. Jamin clarified that the Maintenance Engineer would be responsible for taking care of the building. Mr. Nielsen commented that the Maintenance Engineer had a pretty high rate of pay. Mr. Russell stated that the rate of pay seemed accurate because the Maintenance Engineer would have to work with and know a range of different systems in the building. Ms. Jamin moved to approve the Receptionist proposed rating. Craig Fanning seconded the motion, stating that the pay might be low but was probably fine with such varied duties. Mr. Nielsen entertained a motion to accept the motion on the table with the stipulation that the position rating be reviewed six months after filling the position to make sure it was sufficient and with the understanding that the position would be part of the bargaining unit. Mr. Fanning moved to accept the motion entertained by Mr. Nielsen. Mr. Russell seconded the motion. The motion passed unanimously. Ms. Weeks commented that from a non-profit organization standpoint, the rate of pay recommended for the position was a good salary. Mr. Russell stated that there could be seasonal impacts on the position, with high traffic and low traffic times. He stated that in looking at the overall picture, the pay rate seemed equitable. Personnel Advisory Board Page 3 ofS January 28, 1998 i I I I I Ms. Weeks commented that probably any new position would need to be reviewed after it was filled to make sure the range was sufficient. Mr. Fanning said the approved range was probably real fair, but stated that it was hard to have a firm idea of what the position would entail until it began. Mr. Nielsen stated that Ms. Miller, as the supervisor of the position, could know whether the position rating was equitable after observing and working with the employee in the position. He said that Ms. Miller could make recommendations to the board after the position had been filled for a few months. Mr. Fanning recommended adding language to the job description to cover trammg volunteers to help in the interpretive center. Ms. Miller indicated that was a good idea and stated she would bring that point up to Jerome along with the board's concerns about the Receptionist's clerical support of tenants. Mr. Fanning said he thought the clerical support to tenants had the potential to get out of hand. Ms. Weeks said she thought it would be too much if the Receptionist would be handling clerical tasks for tenants, handling tours and somehow answering the phones. She said it was a good idea to have volunteers to help out. 2) Maintenance Eneineer The board reviewed the Maintenance Engineer job description and rating. Mr. Fanning moved to accept the proposed rating for the position with the recommendation that the position be included in the bargaining unit. Ms. Weeks seconded the motion. The motion passed unanimously. c) Personnel Status Reoort Ms. Weeks clarified that the Bayside Fire Chief had retired. It was asked if the consolidation of the Fire Departments was still being discussed. Ms. Miller indicated that she thought the consolidation discussions were ongoing but stated that nothing had been decided yet. She stated that an Assistant Fire Chief had been hired at Bayside Fire Department. Ms. Weeks asked if the employees of the Mental Health Center were now hospital employees. Ms. Miller indicated that Providence now employed those working at the Mental Health Center. Ms. Weeks asked how the Mental Health Center was accessed now. Mr. Fanning indicated that he was on the Mental Health Center Advisory Board. He said that the Mental Health Center was still in the same building and could still be accessed in the same ways it was before. Personnel Advisory Board Page 4 ofS January 28, 1998 l I I Ms. Weeks clarified that the Borough was no longer paying the Mental Health Center employee salaries. Mr. Fanning stated that he was very confident with Providence taking over the Mental Health Center. VI. COMMENTS Mr. Fanning welcomed Mr. Russell to the board. Mr. Nielsen also extended a welcome to Mr. Russell as the new member. Ms. Miller gave the board copies of the union contract they had requested at the last meeting. The 2nd quarter regular meeting was scheduled for April 22, 1998 at 5:15 p.m. VII. ADJOURNMENT The 1st quarter regular meeting was adjourned at 6:03 p.m. Respectfully submitted by: /) A . ~ I -Ku~/V/ (L - Rachael V. Miller Secretary ~~ Chri~~-€hmrman Wt1Nen I~USS-i'd ,lIitf Cha'I'IJ1t(1"\ APPROVED: Personnel Advisory Board PageS ofS January 28, 1998