PERSONNEL APPEALS
BOARD
REGULAR MEETING
TUESDAY, NOVEMBRE
29, 2005
6:00 P.M.
OTHERS PRESENT: Linda
Fersch, Steve Carr and Molly Schwartz
Meeting was called to order by Bob Farrell at 6:02 pm
1. Approval of October 25, 2005 Regular Meeting Minutes: Mr. Farrell moved to approve; Mr. Sells seconded the motion. Motion passed.
2. Employee/Community Comments: none
3. Secretary’s Report: Mr. Sells listed items received in packet which included a copy of the October 25, 2005 minutes, copy of the November 29, 2005 agenda, and a copy of the position description for the Parks and Recreation Department Administrative Assistant.
4. Staff Report: Linda Fersch stated that the City is going to contract with Attorney Sara Rose to assist in the updating of the Employees Manual. The estimated cost is $3,500 which would include Attorney Rose attending meetings.
A. Police Officer -update
1. Update: Linda Fersch stated that we currently have a vacancy in the Police Department. Officer Elizabeth Hansen has taken a Police Officer position in Centerville, Ohio area. The Police Department has the most current eligibility list to select a replacement for the vacancy. The Police Department is currently performing background investigations on the top six candidates which were certified by the Board a few months ago. Linda stated that she will talk to the Chief of Police after staff meeting tomorrow to discuss the current standings.
B. Public Safety Dispatcher 2
1. Update: This is a promotional position for a Dispatcher 1. There is currently no update as we are not hiring for this position at this time. However the item will remain on the agenda.
C. Planner 1
1. Update: Linda Fersch stated that the City has hired Joe Henderson for the Planner 1 position. He will be starting on December 12, 2005.
1. Request to advertise for a Parks and Recreation Administrative Assistant: Linda Fersch stated the City had a full time Administrative Assistant which has recently resigned to take another position in the Columbus, Ohio area. When Steve Carr (Director of Parks and Recreation), Linda Fersch and the City Manager were working on the budget Steve came up with the idea to save the City money by making that position into two part time positions instead on one full time position. This would save the City money costs for insurance and benefits coverage. Linda handed out a copy of the current job description and there are some items that Steve will be going over with the board tonight. Linda stated that it is currently in next year’s budget and pay plan as two part time positions, but it will ultimately be up to the board to decide as to how the City is to advertise for the position and the grading criteria such an applicant. Steve Carr (Director of Parks and Recreation) spoke to the Board and gave them some background information as to how he came up with the idea of hiring two part time employees instead of one full time employee. He stated that he previously was employed in Dublin, Ohio and Grove City, Ohio. Those communities had what they called a job sharing position where there were two part time employees instead of one. He said that it had several advantages 1. They were able to have coverage whether it would be over a lunch hour or if the morning shift employee called in sick then the afternoon employee could either work their normal half day or have the option to pick up some extra hours by working the whole day. And it is very unlikely that both employees would be off at the same day so the department is not adversely affected the whole day. 2. When he was employed by the City of Dublin his morning part time employee had a degree in Public Relations and the afternoon employee had a degree in Marketing. He stated that he is not saying that this City would have the same situation. We would not know until we advertise and get a poll of candidates and then go from there. Under the current job description there are a couple of things that really have not applied since he has been here which is over seven years. Under work example and down to bullet point eight “Assist with the coordination of park recreational activities, including sport leagues” he stated that it has really been his responsibility to handle that task. “Assisting with fund raising activities should also be eliminated because that has not really been a part of the job duties. Under Desired Knowledge, Training and Experience: where it states that three years experience in recreation field. He stated that the employees that have previously held this position although having little to no experience in the Parks and Recreation field they turned out to be excellent employees. So he personally feels it should be eliminated due to the fact that he does not think that we will find someone with a minimum of three years of experience. Steve went on to state that some qualifications that a candidate should have computer experience: Microsoft Word, Microsoft Office or Desktop Publishing. Maybe someone with Public Relations, Journalism, Event Planner or Marketing experience. Mr. Farrell stated that he feels that Steve knows what he needs and it seems that Steve has some experience in this area so the board is going to rely more on what Steve says. Mr. Farrell also commended Steve for the idea because his wife job shares and it works out really good for them. Mr. Farrell also like the idea of possibly being able to get candidates with different backgrounds and talents. Mr. Farrell asked Steve what the turn over was at the other communities. Steve stated that he was with the City of Dublin only a short time, but he was with the City of Grove City for a little over five years and one of his job share employees was there four out of his five years there. Mr. Farrell asked Steve if he envisions this to be an obstacle for Pickerington. Steve stated that hopefully both employees would not be leaving at the same time and so you would have some continuity. Linda stated if you have a scenario of a morning employee and an afternoon employee, but sometimes if the morning person has to get their child on the bus that morning and they can not be here at 8:00 am and she is wandering if Steve has thought about having one employee work two days a week and the other employee three days a week. Steve stated that could be another option, but his thinking was if we found someone with great skills and great references and they could not be here until 8:30 instead of 8:00 that he would make that allowance. Steve stated his goal is to get the most talented people that we can for his department. Mr. Sells asked Steve if the City was looking for someone for about twenty hours a week. Steve said it would probably be around twenty-two and a half hours a week. Mr. Sells stated that these employees would be without retirement and benefits. Linda stated that we would be paying them everything except healthcare and longevity and healthcare alone is $17,000.00. Mr. Farrell asked if she meant per person and Linda stated yes for family coverage. Linda also stated that part time employees are given four personal days a year, but are not given vacation time or paid holidays. Mr. Sells stated a concern with a family person with school aged children being fine during school, but during the summer months they might not want to work. They will want to take time off to spend with their children and take family vacations. Steve stated that the busiest time is actually in the spring time but in the summer time there are a lot of programs the City offers that the employee could register their children for. Mr. Farrell asked if Steve had established a starting pay range. Linda stated the pay scale is $11.00-$13.00 per hour. Mr. Farrell stated that he feels that the Parks and Recreation Department should be in charge of creating the Position Description. It was decided that Steve would create a new Position Description and present it to the PAB Board at the next meeting.
2. Mr. Farrell asked if Linda had any sample grading sheets from other Administrative Assistant hiring’s. She stated that all of the City’s Administrative Assistants are Classified positions and do not go through the PAB process. However, she does have the original scoring sheets when the Building Department hired an Administrative Assistant /Executive Secretary.
Mr. Farrell agreed that it would probably serve as a good template for the Parks and Recreation Department. Mr. Farrell stated he feels that the Parks and Recreation Department should be in charge of creating the scoring criteria. Steve will be in charge of creating scoring criteria. Mr. Farrell stated that between now and the ncxt PAB meeting Steve is to work on both the Position Description and Scoring Criteria and email it to the board members so they can review them and be able to give their imput.
Next meeting is scheduled for December 27, 2005 at 6:00 p.m.
Adjournment: Motion was made by Mr. Farrell and was seconded by Mr. Sells. Meeting adjourned at 7:10 p.m.
Respectfully submitted:
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Molly Schwartz, Clerk of Court
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Linda Fersch, Personnel Director