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2008-10-15 Regular Meeting i i 1 i 1 I MINUTES Personnel Advisory Board Minutes R egular Meeting October 15, 2008 i 1 I CALL TO ORDER The Personnel Advisory Board regular meeting of October 15, 2008 was called to order by PAB Vice Chair Susan Eoff at 5:30 p.m. in the Kodiak Island Borough School District Conference Room. 1 II ROLL CALL Board Members Present Board Members Absent Susan Eoff Susan Killary Bill King Brenda Zawacki A quorum was established. Staff Present Rick Gifford, Borough Manager Woody Koning, Director Engineering & Facilities Lauri Whiddon, HR Officer /Executive Assistant KIB Employees Present Visitors Jeff Johnson, Baler Operator II Sharon Lea Adinolfi Alan Torres, Solid Waste Baler /Landfill Supervisor Lynn Bash Sharon Blakeslee, Programmer /Analyst D.W. Bash, Sr. Mary Barber, Secretary III E/F Tracy Mitchell, Environmental Specialist III ACCEPTANCE OF AGENDA The agenda was approved as submitted. IV ELECTION OF OFFICERS a) Chair — Susan Killary was nominated and elected as Chair. b) Vice -Chair — Susan Eoff was nominated and elected as Vice - Chair. c) Secretary — Lauri Whiddon will continue to serve as secretary. i 1 1 i Personnel Advisory Board Page 1 of 5 October 15, 2008 1 1 I i 1 V APPROVAL OF MINUTES The minutes of the October 30, 2007 meeting were approved as submitted. VI CITIZENS' COMMENTS Sharon Blakeslee spoke in favor of having the Board meet more often, and said it would be helpful to see a draft of the minutes of the meeting, in the event there is a long time between meetings. Lauri Whiddon stated that notification is sent to all staff and Board members within five days of the meeting, showing the action taken at the meeting along with the approved minutes of the previous meeting. 1 Mary Barber said that she appreciated the Board and their work. She said she would like to see the two job descriptions being considered tonight, be put aside until all of the job descriptions are placed before the Board for review. Manager Gifford said that departments are currently working on all job descriptions. A questionnaire has been distributed to the department heads to complete with the employees in their department that will assist in the reformatting of all job descriptions. He added that most job descriptions will need only minor changes while some may need more changes. Only new job descriptions and current job descriptions with recommended salary scale changes will be brought before the Board. He explained that the Board does not approve the job description, but approves the placement on the salary scale. He went on to say that the job descriptions on the agenda today are being considered because one of the jobs had become vacant and it has been our practice to make necessary changes before filling a vacant position. The other job description was impacted by the changes made in the vacant position, and those changes affected the salary placement. Sharon Lea Adinolfi who recently retired from her position as Projects Assistant, said that delays in getting job descriptions updated for employees results in lost wages. She spoke in favor of the review process stating that it is important and it affects all employees who work at the Borough. Alan Torres pointed out that the job description for the Project Manager /Inspector lists only four years experience and the Projects Assistant qualifications lists five years experience. Chair Susan Killary responded that the Board would address this as they reviewed the job description and salary placement recommendation. VI ITEMS OF BUSINESS a) Personnel Status Report Lauri Whiddon presented the Personnel Status Report. b) Job Description — Salary Placement Personnel Advisory Board Page 2 of 5 October 15, 2008 1 yy Y 1. Projects Assistant — Discussion followed regarding the experience required for both positions. Engineering & Facilities Department Director Woody Koning said that most qualified individuals for the Projects Assistant position probably learned the job in the field, whereas, the Project Manager /Inspector would more than likely receive most of their technical training through their degree program. Manager Gifford gave an overview of the two job descriptions being considered. He explained why the Projects Assistant position had changed so much with the new projects that were being handled by the Engineering & Facilities Department. He stated that the experience level required for this position is high due to the fact that the projects being dealt with is around $47 million, so the person in the position needs to have contract management experience. Director Koning stated that this position needs to be filled by an individual who has the years of training, experience, and skills to manage the projects that are handled by the department. He added that the position is rated high on the organizational and daily responsibility section due to the fact that they are handling such high -risk documents, such as contracts, and change orders. A motion was made and seconded to approve the recommended salary range placement for the updated position of Projects Assistant with the Engineering & Facilities Department from an entry level position at salary range 12.0 to a middle management position at salary range 17.5 of the salary scale. After discussion, the motion passed unanimously. 2. Project Manager /Inspector — A motion was made and seconded to approve the recommended salary range placement for the position of Project Manager /Inspector with the Engineering & Facilities Department from Salary Range 20.5 to 21.5 of the salary scale. Discussion followed. Manager Gifford gave a report on the position stating that this position supervises the Projects Assistant position, and this change updates the job description bringing up the points value on the salary scale. The motion passed unanimously. VII COMMENTS } a) Citizen Comments Jeff Johnson thanked Board Members for serving on the Board. He spoke in favor of the Board meeting on a more regular basis — quarterly — so that job descriptions can be Personnel Advisory Board Page 3 of 5 October 15, 2008 y s processed more quickly. Susan Killary stated that job descriptions are being processed even p q Y• rY t 1 p� 9 p though we may not meet, and that department heads are reviewing them. Manager Gifford added that while they are being reviewed by department heads, they are not getting returned to him as quickly as he would like. Alan Torres thanked the Board for their time and expressed disappointment that it took staff this long to get this job description updated. b) Manager Manager Gifford thanked the Board for their comments and recommendations and their hard work in this process. He again stated that the department heads have been working on their job description updates, and have had many other things going on in their departments, such as budget review, and summer work schedules. He said that he is hoping that more focus will be given to job description reviews, and stated that if the Board is willing, and we have job descriptions to be approved, we can meet more often than quarterly. Woody Koning also agreed that updating job descriptions is a big job and he understands why it has taken this long to get accomplished. c) Board Susan Eoff said that if there are other job descriptions that are in need of major changes because they do not bear any resemblance to the job that is actually being performed, that they should be made a priority over the ones that only need minor changes. Brenda Zawacki commented positively on the final formatting of the updated job description. She added that the process of job description review is not an easy one, and suggested that annual review time would be a great way to set a trigger to review the job description at the same time, so as not to get behind in the process. She expressed thanks for the opportunity to serve on the Board. Bill King said he agreed with Brenda's comments and did not have anything else to add. Susan Killary said that while her Robert's Rules skills are a bit rusty, she will review the manual and will become familiar with the responsibilities of the Board. She also made some positive comments about the new Board packet format. Rick Gifford added that the Borough Clerk's Office would be holding some training on Saturday, December 12th for all Boards and Commissions on procedures as they relate to the responsibilities of the Board. He encouraged everyone to attend. Woody Koning added that since placing the new Maintenance Coordinator position, things have been going well, and projects which had previously been on hold, due to Personnel Advisory Board Page 4 of 5 October 15, 2008 4 shortage of staff, are now being accomplished, especially at the Kodiak Fisheries Research Center, which is now on a computerized maintenance system. Lauri Whiddon mentioned that the terms of Board members Bill King and Brenda Zawacki expire on December 31, 2008. She also mentioned that the Board still had one vacant position. Appreciation was expressed for their service on the Board, and they were encouraged to reapply. Rick Gifford also mentioned that the Assembly would be considering an applicant, Lynn Bash, and he was hopeful that she would fill the vacant seat. VIII ADJOURNMENT a) Next Meeting Board members will be contacted a couple of weeks before the next meeting in January to come up with a date that works best for all. The meeting was adjourned at 7:05 p.m. Respectfully submitted: Lauri Whiddon, Secretary Susan i : ry, Chair • �S oq Date A p roved 1 Personnel Advisory Board Page 5 of 5 October 15, 2008 1 3