PERSONNEL APPEALS BOARD

REGULAR MEETING

TUESDAY, MARCH 28, 2006

6:00 P.M.

1. Roll Call: Mr. Sells called the meeting to order at 6:05 P.M. with the following members present: Mr. Farrell, Mr. Sells and Jacqueline Hymes (arrived at 6:22 p.m.).Others present were: Linda Fersch, Lynda Yartin and Molly Schwartz.

2. Approval of Minutes:

A. Approval of January 31, 2006 Regular Meeting Minutes: Mr. Farrell moved to approve; Mr. Sells seconded the motion. Roll call was taken with Mr. Sells and Mr. Farrell voting “yea” Motion passed. 2-0

B. Approval of February 16, 2006 Special Meeting Minutes: Mr. Farrell moved to approve; Mr. Sells seconded the motion. Roll call was taken with Mr. Sells and Mr. Farrell voting “yea” Motion passed. 2-0

3. Employee/Community Comments: none

4. Secretary’s Report: Mr. Farrell listed items received in packet which include a copy of the January 31, 2006 Regular Meeting Minutes and February 16, 2006 Special Meeting Minutes, copy of the March 28, 2006 agenda, copy of the Deputy Municipal Clerk and Finance Clerk 1 Questionnaires and position description for Finance Clerk 1.

5. Staff Report: Linda Fersch stated she has nothing to report except the items listed on the agenda under the section of eligibility lists.

6. Deputy Municipal Clerk:

A. Motion to approve questionnaire for grading Deputy Municipal Clerk:

Lynda Yartin stated she has revised the questionnaire per the board from the January 31, 2006 meeting. Mr. Sells made a motion to approve the questionnaire for grading Deputy Municipal Clerk, Mr. Farrell seconded the motion; motion passed 2-0.

B. Motion to approve advertising for position: Linda asked if the board should wait advertise until the grading sheet has been established? Lynda Yartin stated the board determined in the January meeting the point value for education, certification and experience. Linda Fersch agreed and referred to January 2006 meeting minutes. Lynda Yartin offered to create the grading criteria sheet and email to all of the board members then if any of the board members would like to make an adjustments then Lynda can do so and then the board could vote on it at their next meeting. All of the board members agreed to this and so the matter was tabled. Motion to approve to advertise for the position of Deputy Municipal Clerk was made by Mr. Sells, Mr. Farrell seconded the motion. Roll call was taken with Ms. Hymes, Mr. Sells and Mr. Farrell voting “yea” Motion passed 3-0.

7. Finance Clerk I

A. Review job description-Linda stated this position was a new position and it is in the City’s pay plan for this year. It is unfunded at this point in time, but it is on a contingency list and it is moved up to the top of the list. Linda said this position will be presented to Finance Committee on April 20, 2006. Linda will be requesting the Finance Committee to pass the appropriation in order to fund this position. So in preparation of this Linda wanted to present it to the PAB board so there would not be any hold ups in the hiring process. She stated the position is very needed due to the Finance Department is growing and they need the assistance.

Linda asked the board if they had any questions regarding the job description. Mr. Farrell stated the board had addressed this before regarding the keyboard minimum 50 WPM. He asked where the City comes up with that number. Linda said the City has incorporated some of the requirements. She stated the Village of Groveport had given her a sample job description which their community had used for a similar position. Linda said the City does not require an applicant to complete an actual typing test. The City has only used the honor system in the past. Ms. Hymes asked if the City would conduct a typing test for the applicants. Linda said she did have a problem administering a typing test. Ms. Hymes offered to check with her employer to see what program they use. Mr. Sells said he felt most places either requires you take a test or provide them with a typing certificate. Mr. Farrell asked about the section Essential Physical, Mental Abilities: “the Finance Clerk will have to ability to utilize both arms and hands to efficiently handle office equipment. Linda stated the language was taken from the job description from Groveport. Ms. Hymes stated she has never seen this type of language used in a job description and said she would be uncomfortable with the City using such language. The board unanimously agreed if Linda were to remove “both arms and hands” they would approve the job description. Mr. Hymes asked why is it required to have visual perception and discrimination. Linda stated the language was also adopted from the Groveport job description. Ms. Hymes stated we do not know what it is for because she does not understand it. Linda said it means to have good visual perception and be able to visually recognize if something is wrong with an invoice. Mr. Farrell suggested we revise it to read visual perception and analytical ability. Linda stated she would change the section to read as such. Ms. Hymes suggested we word it to say

“Simultaneously and tasks with analytical ability”. The board unanimously agreed it should read that way.

B. Motion to approve questionnaire for grading finance Clerk I-Linda stated she put together items which were relevant to the position. She said she has put a section where the applicant will evaluate themselves as far as how they rate their math ability, organizational skills, multiple task, government experience, financial experience and computer experience. Linda also stated she would like to amend the section regarding office equipment to read 1-5 yrs, 6-10 yrs or 11+ yrs instead of None, Some or Considerable. The board agreed unanimously to amend the section. Linda said she would like remove number 7 on the questionnaire because she feels it is redundant to question number 2. Ms. Hymes suggested Linda to combine the questions. For instance if she said how do you rate your organizational skills and the applicant will rate themselves then you ask to them to comment on it. Linda stated if an applicant has fair, good or excellent they would get so many points for the amount of experience they have. Linda continued to review through the questionnaire with the board to see if they have any further questions. Linda reiterated this was just a rough draft because she wanted to get their ideas and input because the position is not even funded at this point in time. She also wanted to get the process started so she would not be going through the whole process at the last minute. So by the time PAB meets in April then Linda will have revised the questionnaire so she could get their final blessing and be able to proceed with the process. Mr. Farrell stated does not understand how if he is a mail carrier (government experience) how does that relate to question number 2. Linda responded she felt there is a difference between the finances of the private and public sectors. The board agreed she may want to be more specific by adding financial experience to question number 2. Mr. Farrell stated as far as question number 9 goes he feels if someone has a tremendous amount of CMI software experience it should be worth something. Ms. Hymes asked Linda about question number 9 “experience dealing with auditors.” Linda replied the City is audited by the State of Ohio every year and she would prefer the Finance Clerk to have prior experience working with auditors for financial and compliance issues. Ms. Hymes also suggested Linda change dealing to working with auditors. Linda agreed it sounds better worded that way and the City would award the applicant 15 points for experience and 0 points for no experience. Ms. Hymes then asked Linda what are the weights for math skills. Linda said it would be determined on how proficient the applicant is with math skills. Mr. Farrell said he feels it should be more of a basic, intermediate and advanced rating. Linda agreed to amend question 1 of the questionnaire. Motion to table questionnaire for grading Finance Clerk 1 was made by Mr. Sells, Mr. Farrell seconded the motion. Roll call was taken with Ms. Hymes, Mr. Sells and Mr. Farrell voting “yea”. Motion passed 3-0.

C. Motion to approve to advertise for position as funding is available-Motion to table to advertise for position as funding is available was made by Ms. Hymes, Mr. Farrell seconded the motion. Roll call was taken Mr. Sell, Mr. Farrell and Ms. Hymes voting “yea”. Motion passed 3-0.

8. Eligibility Lists

A. Public Safety Dispatcher 1-Linda stated the City has not had to hire any Public Safety Dispatcher 1. The eligibility list is still good.

B. Police Officer-Linda said Finance Committee has approved the releasing of the funds for a police officer which had been put in the 2006 budget but was placed on a contingency list. The police department will possibly be hiring one of the candidates from the eligibility list in May.

C. Public Safety Dispatcher 2-Linda stated this item has been on the agenda for the past several months. Today the Chief Dispatcher and Linda were able to meet and go over a job description. She stated they incorporated some of the job description for Public Safety Dispatcher 1 and they added a few items in which related to a Public Safety Dispatcher 2. For instance, applicant must be able to supervise Dispatcher 1 personnel, acting as a lead worker in addition to performing routine job duties and work performance evaluations. Performs additional duties or supervisory duties as directed by the Chief Dispatcher or the Chief’s designee and assist in training of other dispatchers as required. Linda stated the majority of this position would be supervising another individual. She said a copy of the promotional application for Public Safety Dispatcher 2 was also given to all of the board members. She also gave them a copy of the official employment notice and the classification specification. Linda stated she would need the boards’ approval in order to advertise the position in house only.

Motion to approve to advertise for Public Safety Dispatcher 2 in house only was made by Mr. Farrell, seconded by Ms. Hymes. Roll call was taken Mr. Farrell, Mr. Sells and Ms. Hymes voting “yea”. Motion passed 3-0.

Motion to approve Public Safety Dispatcher 2 Promotional Application was made by Mr. Farrell, seconded by Ms. Hymes. Roll call was taken Ms. Hymes, Mr. Farrell and Mr. Sells voting “yea”. Motion passed 3-0.

Motion to approve the Public Safety Dispatcher 2 job description was made by Mr. Farrell, seconded by Ms. Hymes. Roll call was taken Mr. Sells, Mr. Farrell and Ms. Hymes voting “yea”. Motion passed 3-0

D. Parks and Recreation Administrative Assistant/Recreation Coordinator-Linda stated since PAB’s last meeting the City has hired Fiona Spears and Don Ross for the two positions. Fiona started work on Monday March 27, 2006 and Don Ross will be starting on April 3, 2006. Linda complimented the board for their excellent job in grading and selecting the candidates. Linda stated Fiona has her own computer business and Don is retired teacher and former councilman. Linda said each of them is bringing a different aspect to the Parks Department.

Next meeting is scheduled for April 25, 2006 at 6:00 p.m.

Adjournment: Motion to adjourn was made by Ms. Hymes and was seconded by Mr. Farrell. Meeting adjourned at 7:07 p.m.

Respectfully submitted:

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Molly Schwartz, Clerk of Court

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Linda Fersch, Personnel Director