CITY OF PICKERINGTON

PERSONNEL APPEALS BOARD

CITY HALL, 100 LOCKVILLE ROAD

TUESDAY, JANUARY 31, 2006

REGULAR MEETING

6:00 P.M.

1. ROLL CALL. Mr. Farrell called the meeting to order at 6:00 P.M. with the following members present: Mr. Farrell and Mr. Sells. Ms Hymes arrived at 6:05 P.M. Others present were: Linda Fersch and Lynda Yartin.

2. APPROVAL OF MINUTES.

A. Approval of Minutes of November 29, 2005, Regular Meeting. Mr. Sells moved to approve; Mr. Farrell seconded the motion. Roll call was taken with Mr. Farrell and Mr. Sells voting “Yea.” Motion passed, 2-0.

B. Approval of Minutes of January 10, 2006, Special Meeting. Mr. Sells moved to approve; Mr. Farrell seconded the motion. Roll call was taken with Mr. Sells and Mr. Farrell voting “Yea.” Motion passed, 2-0.

3. ORGANIZATIONAL MEETING. Mr. Farrell moved to delay the organizational meeting until the end of the agenda as Ms Hymes was not yet present; Mr. Sells seconded the motion. Roll call was taken with Mr. Sells and Mr. Farrell voting “Yea.” Motion passed, 2-0.

4. SECRETARY’S REPORT. Mr. Sells reviewed the contents of the Board’s packets.

5. STAFF REPORT.

A. Employee Manual – Update. Mrs. Fersch stated she had received two informal quotes for updating the Employee Manual; one from Sara Rose and one from Clemens Nelson. She stated her goal was to work on this in February. Mr. Farrell clarified this was not something the Board would work on, and Mrs. Fersch stated that was correct, however, if the Board members had any suggestions she would appreciate it if they would let her know.

6. ELIGIBILITY LIST.

A. Police Officer – Update. Mrs. Fersch stated currently a new officer has not been added to this year’s budget, and they still have an eligibility list. Mr. Farrell ascertained the officer that resigned has been replaced.

B. Public Safety Dispatcher 2 – Update. Mrs. Fersch stated this is still in the hands of the Chief Dispatcher. Mrs. Fersch stated there is the possibility of a retirement coming up in the dispatcher area, and she would request this be continued on the agenda until we know what is going to happen.

C. Parks and Recreation Administrative Assistant/Recreation Coordinator – Update. Mrs. Fersch stated we had an overwhelming response in applications for this position. She stated she had provided the Board members with copies of the applications, resumes, questionnaires, and the grading sheet the Board approved at their last meeting. She stated once the Board grades them, she would put them together in the order of ranking.

Mr. Farrell stated he would like to finish the agenda items on tonight’s agenda, and then the Board could come back to the grading of the applications since there are roughly 50 applicants.

7. DEPUTY MUNICIPAL CLERK.

A. Request to advertise for a part-time Deputy Municipal Clerk position. Mrs. Fersch stated the budget contained funding for a part-time Deputy Municipal Clerk, and this was also included in the Pay Plan. Mrs. Fersch stated currently the Municipal Clerk is a department of one and there is no back up for that position. She stated further, that department has expanded and Mrs. Yartin does need help in that department. Mrs. Fersch stated the Board had been provided with a job description, a questionnaire, and a grading sheet for this part-time position for their review. Ms Hymes moved to authorize advertising the part-time Deputy Municipal Clerk position; Mr. Farrell seconded the motion. Roll call was taken with Ms Hymes, Mr. Sells, and Mr. Farrell voting “Yea.” Motion passed, 3-0.

B. Establish criteria for grading of the Deputy Municipal Clerk position. Mr. Farrell clarified the questionnaire and grading criteria were provided as a starting point only for this position. Mr. Farrell further clarified this position will be required to attend, record, and transcribe some Board and Commission meetings, and also may be required to attend, record, and transcribe City Council and Committee of Council meetings in the absence of the Clerk. Further, they will be helping with the City Records Library, contracts, public records requests, maintaining legislative records and other files in the Clerk’s office. Mr. Sells stated with regard to the points awarded for education, he felt that should be clarified somewhat as far as other certifications or a degree in a related field. Mr. Farrell stated he felt a set amount of points should be awarded for a bachelor degree and then a specified amount of additional points for other education. Mrs. Fersch stated she would recommend a total of 15 points for a bachelor’s degree and then a set amount of additional points for related degrees. Ms Hymes clarified other certifications would be a Certified Municipal Clerk (CMC) or Master Municipal Clerk (MMC) designation awarded by the International Institute of Municipal Clerks. Ms Hymes then clarified the total amount of points that could be awarded for education would be 25. Ms Hymes stated she felt on the job description that knowledge of computer skills should be included in the required knowledge, skills, and abilities section. Mr. Farrell stated he would request the questions on the questionnaire be put in the same order as the grading criteria that the Board members would be using so it would be easier for them to follow along. Mr. Farrell clarified the changes this Board was requesting on the grading criteria included a point level of 15 for a bachelor’s degree, 5 additional points if the degree is in a related field, and 5 additional points for certifications such as CMC or MMC. Further, computer skills would be added to the job description, and the questionnaire would be rearranged into the same order as the grading criteria. Ms Hymes moved to approve with the modifications made this evening; Mr. Sells seconded the motion. Roll call was taken with Mr. Sells, Mr. Farrell, and Ms Hymes voting “Yea.” Motion passed, 3-0.

Mr. Farrell stated he would like to go back to Item 3. “Organizational Meeting” on tonights agenda. Mr. Farrell moved to nominate Mr. Sells as Chairman, Mr. Farrell as Vice Chairman, and Ms Hymes as Secretary, with the Board continuing to meet the Fourth Tuesday of each month at 6:00 P.M.; Mr. Sells seconded the motion. Roll call was taken with Mr. Farrell, Ms Hymes, and Mr. Sells voting “Yea.” Motion passed, 3-0.

Mr. Farrell stated the next meeting would be on February 28, 2006, at 6:00 P.M.

Mr. Farrell stated due to the large number of applications the Board would be reviewing, he would like to take a short recess so they can determine if they would be able to complete them this evening or if more time would be necessary. Mr. Sells and Ms Hymes concurred with Mr. Farrell.

The Personnel Appeals Board recessed at 6:40 P.M. and reconvened in open session at 7:30 P.M.

Mr. Farrell stated the Board had determined due to the voluminous amount of applications to be graded the Board members would like to take the applications and provide a status report on the grading to Ms Fersch by next Tuesday, February 7, 2006. He stated the Board members had agreed to hold a special meeting in order to complete the certification of a list for this position. Mr. Farrell stated they would also like to ask that the questionnaire and grading criteria for the Deputy Municipal Clerk’s position be revisited at that special meeting.

8. ADJOURNMENT. There being nothing further, Ms Hymes moved to adjourn; Mr. Sells seconded the motion. Mr. Farrell, Ms Hymes, and Mr. Sells voting “Aye.” Motion carried, 3-0. The Personnel Appeals Board adjourned at 7:33 P.M., January 31, 2006.

RESPECTFULLY SUBMITTED:

_____________________________ ____________________________________

Lynda D. Yartin, Municipal Clerk Linda A. Fersch, Interim Personnel Director