03/30/2013 Regular Meeting RECEIVED
Personnel Advisory Board Minutes
Regular Meeting MAY 1 7 2013
March 30, 2011
a BOROUGH CLERK'S OFFICE
KODIAK,ALASKA
The Personnel Advisory Board regular meeting of March 30, 11? was called to order by
PAB Vice-Chair Curt Law at 5:30 p.m. in the Kodiak Island Borough Conference Room.
ROLL CALL
Board Members Present
Lynn Bash
Thomas Cagle
Curt Law
A quorum was established.
Staff Present
Rick Gifford, Borough Manager
Lauri Whiddon, HR Officer/Executive Assistant
Others Present
Alan Torres
WELCOME OF BOARD MEMBERS AND GUESTS
Vice-Chair Curt Law welcomed board members and guests, and reminded guests to sign the
attendance log.
ACCEPTANCE OF AGENDA
The agenda was approved as submitted.
ELECTION OF OFFICERS
Curt Law was nominated and elected Chair, and Lynn Bash was nominated and elected Vice-
Chair, both by general consent. Lauri Whiddon will continue to serve as secretary.
APPROVAL OF MINUTES
The minutes of the June 14, 2010 meeting were approved as submitted.
CITIZENS' COMMENTS (Limited to 3 minutes)
None.
ITEMS OF BUSINESS
a) Personnel Status Report
Personnel Advisory Board Page I of 3 March 30,2011
:4
Lauri Whiddon presented the Personnel Status Report.
b) Job Descriptions — Salary Placement
1. Administrative Assistant
BASH moved to approve the recommended salary range placement for the position of
Administrative Assistant for the Manager's Office as middle management at Salary Range
14.0.
Manager Gifford gave a brief historic overview of human resources and staffing in the
Manager's Office. He stated that positions were cut in the past because of finances, but
services were still expected to be provided over the years, so as some positions were filled
later on to meet the growing needs of the community through the hiring of the Resource
Management Officer, and Grant Writer/Special Projects Support positions, the need for staff
to support more positions in the department has increased. He added that there has been a
dramatic increase in administrative workload due to mandates placed on human resources
for recordkeeping. Manager Gifford stated that while this position will still assist the manager,
and handle all of the activities in the manager's office, it will also be available to perform
duties for the entire department when needed, and would allow the current position, HR
Officer/Executive Assistant to focus on human resources activities.
Discussion followed.
ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY
COMMENTS (Limited to 3 minutes)
a) Citizens' Comments
None.
b) Manager
Manager Gifford thanked Board Members for their participation and willingness to serve on
the Board, even though it has not been very busy. He went on to say that the Board is a vital
part of the evaluation process and hopefully with the approval of this new position, there will
be more job descriptions updated, and the Board's assistance will be needed even more in
the future.
Board member Bash asked if there was any interest in the other two vacancies on the Board.
Discussion followed, and Manager Gifford encouraged the Board to encourage people to stop
by the Clerk's Office for an application.
ADJOURNMENT
a) Next Meeting
Personnel Advisory Board Page 2 of 3 March 30,2011
r
Board members would be contacted several weeks before the next meeting to come up with
a date that would accommodate all.
b) Adjournment
The meeting was adjourned at 5:54 p.m.
1
Respectfully submitted: I)
• � IL-a
Lauri Whiddon, Secretary Curt r aw, Chair or-
5115-113
Date Approved
Personnel Advisory Board Page 3 of 3 March 30.2011
1 Introduced by: Personnel Board
2 Requested by: Personnel Board
3 Drafted by: Finance Director/HR
Officer/Clerk
4 Introduced on: 05/15/2013
5 Adopted on: 05/15/2013
6
7 KODIAK ISLAND BOROUGH
8 PERSONNEL ADVISORY BOARD
9 RESOLUTION NO. FY2013-01
10
11 A RESOLUTION OF THE PERSONNEL ADVISORY BOARD OF
12 THE KODIAK ISLAND BOROUGH URGING THE ASSEMBLY TO
13 ACCEPT THE FOX LAWSON AND ASSOCIATES REPORT ON
14 THE CLASSIFICATION AND COMPENSATION STUDY
15 CONDUCTED FOR THE KODIAK ISLAND BOROUGH
16
17 WHEREAS, on August 2, 2012, the Kodiak Island Borough Assembly authorized the
18 Manager to execute Contract No. FY2013-04 with Fox Lawson and Associates to perform
19 an Employee Classification and Compensation Study; and
20
21 WHEREAS, the purpose of the KIB Employee Classification and Compensation Study is
22 to adopt a system that will support the recruitment, success, and retention of qualified and
23 productive employees and to reward activities that promote the Borough's vision, mission,
24 and values as an organization; and
25
26 WHEREAS, per KIB Personnel Manual Section 305, the Borough Manager recommends
27 to the Personnel Advisory Board changes needed in the salary range placement process;
28 and
29
30 WHEREAS, the KIB Employee Classification and Compensation Study is now complete
31 and it is necessary to amend the Personnel Rules and Regulations to adopt the revisions
32 stated in this resolution, and
33
34 WHEREAS, wages and hours are mandatory subjects of collective bargaining and it is
35 understood that the Assembly cannot unilaterally change wages for union employees
36 subject to a collective bargaining agreement; and
37
38 WHEREAS, the recommendations made in this resolution should become effective as
39 soon as possible for all employees who are not subject to collective bargaining or whose
40 salaries are not determined by the Assembly on a contractual basis.
41
42 NOW, THEREFORE BE IT RESOLVED BY THE KODIAK ISLAND BOROUGH
43 PERSONNEL ADVISORY BOARD, after review of the proposed changes in the KIB
44 Employee Classification and Compensation Study, adopts the following changes to the KIB
45 personnel manual:
46
47 Section 1: Section 307 of the KIB personnel manual is amended as follows:
Kodiak Island Borough, Alaska PAB Resolution No. FY2013-01
Page 1 of 3
48
49 Section 307, SALARY SCHEDULE
50 The Borough Manager shall be responsible for the development of a salary
51 range placement process and schedule (Appendix A) through analysis of
52 cost of living factors, prevailing rate of pay in both public and private
53 industry and other pertinent factors. Any proposed changes to the salary
54 schedule such as cost of living or other adjustments shall be submitted to
55 the Assembly as part of the annual budget ordinance for adoption.
56
57 Section 2: Section 308 of the KIB personnel manual is repealed:
58
59 Soction 308, SALARY RANGE PLACEMENT PROCESS
60
61 equity.
62 - Se's- .
S. —St - -- •. •- ••
63
64 •65 E. . . -- - - - -- - - z •
66
67 for such factors as:
68 =
69
70 =
71 9 - -• - . . - - -- -• •• • --
72
73 =
74
75
76 "
77 0 .. ••
78
79
80
•
81
82
( 4 (2) (-23 (44 (a) (64 (74
Mif} Mifr Ada: No: Reopen Daily Total
Req: Hog, Gertf, Supv- S lity
€dus Exp. Rep, 9fg:
None--0 0-0 Y 5 0— 5-0-40 S-0-1-5
H.S. 4 1yr 3 N-0 1 2 1 E 10 20 E 10 20
A.A. 8 2yf-6 3-5-8 MM-20-30 MM-20-30
B.A. 12 3yr-0 6.8-1-2 UM-30-40 UM 30-40
M.A. 15 41yr 12 0-1---1-6 M-40 M 10 45
P D--20 Syri 15
83
Kodiak Island Borough, Alaska PAB Resolution No. FY2013-01
Page 2 of 3
84 Section 3: The Decision Band Method of the KIB Employee Classification and
85 Compensation Study is hereby incorporated as Appendix A in the KIB
86 Personnel Manual per the attached Exhibit A (6 pages).
87
88 BE IT FURTHER RESOLVED THAT THE KODIAK ISLAND BOROUGH PERSONNEL
89 ADVISORY BOARD, per KIB Personnel Manual section 305, urges the Assembly to
90 approve an ordinance reflecting changes to the salary range placement process and
91 accept the KIB Employee Classification and Compensation Study as presented.
92
93 ADOPTED BY THE KODIAK ISLAND BOROUGH PERSONNEL ADVISORY BOARD
94 THIS / DAY OF Yray 2013
95 a
96 KODIAK ISLAND BOROUGH
97
98 -
99
100 �•
101 Personnel Advisory Board Chairperson
102
103 ATTEST:
104
11005 6 ,._thn -
‘..____
107 Lauri Whiddon, HR Officer/Executive Assistant
Kodiak Island Borough, Alaska PAB Resolution No. FY2013-01
Page 3 of 3
tp llr Y
1 ionk - e- ®e siBandTM Method
t� P
▪ The value of a job should reflect the importance
of the job to the organization .
o The importance of a job is directly related to the
decision-making requirements of the job .
• Decision-making is common to all jobs .
o Decision-making is measurable .
GryFox lawson m Associates
^..sfM tix 'f '° " x fmT7 xg }A � y1 a „ y' Po,C{ :, . i v! q t 'C M( , o i` .w�r dy;Emi ' &M F tb14 40,1#, .r, a t !�
oeco%oo of m .Method
• DBM ratings address internal equity and supports
development of pay structures.
• Decision bands within DBM include:
— Band F — Top Level Policy Decisions
— Band E — Programming Decisions
— Band D — Interpretive Decisions
— Band C — Process Decisions
— Band B — Operational Decisions
— Band A — Defined Decisions
• Bands are further subdivided into "grades based on
leadership responsibilities and "subgrades" based on
areas such as difficulty and complexity.
Lawxrn s A urcia0.•c
0
fl* asp 6_ ° ° �ane4
Band A Band B ; Band C Band D Band E Band F
defined operational .process interpretive programming policy
!
Determine Interprets Plans
Determines 3 ,
manner and programs strategies, •
how and appropriate Organization
speed tb . programs
dm
m process m , scope,
perform perform accomplish operational �, and direction,
defined I plans and . allocates
steps d operations mu and goals
steps dm deploys resources
operation processes programs resources meet goals
.
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A#iaou4n`d hlfloy}ny
teiiueides le.inton. s
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Primary Criteria - _ Job
Difficulty
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9s affected b Duty Duty
Complexity � Occurrence
n,..,_.. 1 _«,,,,_.,..,
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Os determined Number CO DiversityCQ Duty. •. Percent'CQ
by. Duties Duties . Frequency
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BAND GRADE SUBGRADE
11 —Coordinating/Supervisory 2(5)
1(4).
F - Policy 3
10 - Non-coordinating 2
1'
9—Coordinating/Supervisory 2(5)
1(4) Top
E - Programming 3
8 - Non-coordinating 2
Leadership
1
2(5)
7.-Coordinating/Supervisory 1(4)
D - Interpretive 3
6 - Non-coordinating 2
Mid - Mgmt
5—Coordinating/Supervisory 2(5)
1(4)
C - Process 3
4 - Non-coordinating 2
1
3—Coordinating/Supervisory 2(5)
1(4) Staff Roles
B -Operational 3
2 - Non-coordinating 2
1
3
1 —Non-coordinating 2
A - Defined 1
3
0 - Non-coordinating 2
1
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