MINUTES OF THE INFORMAL MEETING OF THE JOHNSON COUNTY BOARD OF SUPERVISORS:
JANUARY 16, 2007
TABLE OF CONTENTS
Page
Human Resources Administrator Lora Shramek: Guidelines for Reclassification of Employees.... 1
Board of Supervisors: Parking Policy and Central Mailing System.............................................. 7
Reports/Updates from Department Heads................................................................................ 9
Scheduling Date and Time of Next Meeting............................................................................ 11
Chairperson Harney called the Johnson County Board of Supervisors to order in the Johnson County Administration Building as a Department Head Meeting at 1:30 p.m. Members present were: Pat Harney, Larry Meyers, Terrence Neuzil, Sally Stutsman, and Rod Sullivan.
Department heads present were: Ambulance Director Steve Spenler, City Assessor Dennis Baldridge, Conservation Department Director Harry Graves, County Assessor Bill Greazel, County Attorney Janet Lyness, County Engineer Greg Parker, County Recorder Kim Painter, County Sheriff Lonny Pulkrabek, County Treasurer Tom Kriz, Facilities Director David Kempf, Human Resources Administrator Lora Shramek, Informal Services Director Jean Schultz, Medical Examiner Administrator Mike Hensch, Planning and Zoning Administrator Rick Dvorak, Public Health Director Ralph Wilmoth, SEATS Director Tom Brase, and Veterans Affairs Commission Director Leo Baier. Staff present were: Board of Supervisors Executive Assistant Mike Sullivan, Mental Health/Developmental Disabilities Financial and Statistical Supervisor Deborah Guard, Juvenile Court Administrator Lloyd Smith, and Auditor’s Office Administrative Secretary Casie Kadlec.
Human Resources Administrator Lora Shramek explained that job reclassifications cannot be discussed in a vacuum as there is a fairly extensive background and several variables involved besides internal equity and market changes such as: is the position covered under a collective bargaining unit or is it non-bargaining; is the position duty or responsibility based; are there changes in duties/responsibilities to the existing job or is a different job needed, perhaps a departmental reorganization.
Shramek continued that the foundation of job reclassifications are updated job descriptions. Job descriptions are a summary of the most important features of a job, including the general nature of the work to be performed, specific job duties/responsibilities, and job requirements. It is important from a legal recruiting and affirmative action/equal employment opportunity perspective to focus on the minimum job requirements necessary to perform the work satisfactorily. As managers County staff is stewards of the taxpayer dollars and should not overstate qualifications and thus overpay for services delivered. Inflated education, experience, etc. may be a short-term fix with long-term ramifications if some day, for example, they need to be defended in front of a judge/jury.
Shramek said that job descriptions are important written documents necessary for the following reasons: to evaluate and classify jobs to determine appropriate internal position relationships; to communicate to new or existing employees; to provide job information that can be used to determine competitive pay relationships in the labor market; to provide job information that can be used in the recruitment and selection process; to provide job information that can be used in employee relations matters, such as performance evaluations, employee orientation, grievance resolution, legal issues, and identification of training and development needs; and to ensure compliance with government legislation. The Human Resources Department is responsible for preparing and updating job descriptions for all County positions using a uniform format.
Shramek noted that before a job can be reclassified, it has to be classified. A job classification is an assignment of a job to a pay grade based on a quantitative evaluation of the job. As a management tool, job classification provides uniform titles for use in personnel administration, budgets, payroll, and other official records and serves as a basis for establishing fair pay levels for employees. Jobs may be evaluated, classified, and assigned to a pay grade or bargained on a pay matrix depending upon whether the position is covered under a collective bargaining unit or is non-bargaining. Job classifications of collectively bargained positions are generally established across the table during the regular negotiation season. The Human Resources Department is responsible for administering the job evaluation process. Job classifications are determined by consideration of a variety of elements, including knowledge, skills, and abilities; job responsibilities and duties; and education, experience and special requirements to do the job. Positions are also classified as either exempt or non-exempt in accordance with the Fair Labor Standards Act.
Next, Shramek detailed the assignment of jobs to pay plans and determination of pay rates. Human Resources utilizes job evaluation and classification as the basis for determining the pay grade and rate for a position and for maintaining equitable pay within the pay grade. There are several methods to conduct job evaluations. In 1997 the Board of Supervisors contracted externally for a job evaluation procedure using the point factor method. There are 10 compensable factors all ranked and weighted based on the consensus of the County Job Evaluation Committee facilitated by then Consultant Jerry Thompson from Jack A. Lipovac and Associates. A salary survey was conducted using benchmark positions to ensure competitiveness with Johnson County’s external market. Ranges of points were grouped into pay grades to cover all of our non-bargaining positions. Positions that generally involve the same kind of work, equivalent levels of responsibility, and require comparable knowledge and experience are grouped together into the same pay grade. The County’s non-bargaining compensation plan is structured so that the relative degree of complexity of a given position, and the relative degree of contribution of that position to the County’s overall strategic goals, is equivalent with that of other similarly-graded positions throughout the County, regardless of differences in title, department or division. Non-bargaining positions are evaluated using the job evaluation tool and assigned to a pay grade according to their total points. External comparisons are made using our comparability group and other references as necessary when it is difficult to find adequate matches. For a pay plan to stay healthy and current it is recommended that an entire job evaluation and salary survey process be conducted every 10 years.
Shramek said that there are times when existing job classifications are not sufficient to meet departmental needs and a new position is recommended. New positions are normally considered during the budget process each fiscal year. Department Heads/Elected Officials draft a job description with Human Resources who evaluates the job for a compensation range and the Auditor’s Office determines the associated benefit costs. This draft job description accompanies the explanation/justification of the personnel decision package for budget consideration by the Board of Supervisors who approves or denies the position. If the new position is covered under a collective bargaining unit, one of two processes may occur. Most new positions are added to the collective bargaining contract during regular negotiations. They are included in the County’s initial proposal and a draft job description is presented to the union during bargaining. A wage is negotiated, the position is placed on the wage matrix, and the contract and job description are formally adopted by the Board of Supervisors. Although slightly more difficult new positions may also be added mid-contract year. Notification of the desire to add a new position to the wage matrix is sent to the Union Business Representative by Human Resources. The union and County bargaining teams convene and a wage bargained across the table. Discrepancies in both cases are settled by a neutral party in accordance with Chapter 20 of the Iowa Code.
Shramek then covered departmental reorganizations. Department responsibilities may evolve to the point that the existing organizational structure is no longer sufficient. In order to adequately address demands for service as a result of code requirements, changes in legislation, etc. a departmental reorganization involving two or more positions may be necessary. Departmental reorganizations are normally considered during the budget process each fiscal year. Department reorganizations have taken place in SEATS, MH/DD, IS, and others. For example, about six years ago Human Resources needed more assistance with exempt level responsibilities. Shramek said that she presented a departmental reorganization as part of her fiscal year budget proposal to the Board of Supervisors that included draft job descriptions and an organizational table before and after the recommended changes in positions. The regular non-exempt Human Resources Assistant position was replaced with a regular exempt-level Human Resources Coordinator position and a part-time non-exempt HR Office Assistant position. Jen Feldmann’s position was being eliminated and she applied for and was subsequently selected for the resulting position. Johnson County is an Affirmative Action, Equal Opportunity Employer. Unlike the private sector, the County does not promote individuals to higher job classifications without an open recruitment process. County employees have been laid off when their position was eliminated as part of a departmental reorganization.
In the matter of job reclassifications, Shramek said that a reclassification is a change in a position’s job title and/or pay grade level based on a significant change in job duties and level of responsibility, as revealed in a review of the position by Human Resources. A reclassification may be upward, if the work becomes more demanding, or downward, if the work becomes less demanding. Newly classified positions are monitored for the correct pay grade placement and may be candidates for reclassification as the job develops from conceptual to reality. Reclassification indicators on the external market include difficulty in recruiting qualified applicants. The position to be reclassified may be filled or vacant. Reclassifications are the easiest when the position is open. If the position is filled it is important to remember to take the personalities out of the job and focus on the job functions that need to be performed. Reclassification requests may come from employees, managers, or both. If the Department Head/Elected Official believes a re-evaluation is warranted, Human Resources will discuss and conduct the job re-evaluation. For a change in duties or requirements to merit re-evaluation, it should meet the following criteria: it is a permanent change in duties, not a special project or short-term assignment; the addition, deletion, or change affects a duty that constitutes a significant portion of the job (a minimum of 15%); the duty which is added, deleted, or changed is substantially different in level and type from the balance of the job duties so that it seems reasonable that the change in that one duty would affect the evaluation of the job. If the levels of education or experience required for the job noticeably change, these requirements should reflect standards for satisfactory job performance, not an incumbent’s qualifications. If an employee would like their job reclassified, they may be asked to complete a job analysis questionnaire which is used to gather job specific information. The additional information can be used to supplement and/or update an older job description. Documentation for the job reclassification request is forwarded to Human Resources for re-evaluation. Depending on the degree of job growth since a position was previously described, appropriate job documentation can be the existing job description, job analysis questionnaire or other forms. Two Human Resources employees reach consensus on the job re-evaluation using the job evaluation tool. Additional information, explanation, and clarification may be needed from the incumbent, direct supervisor, and/or Department Head/Elected Official.
Shramek noted that Human Resources researches job reclassification requests throughout the year as time allows, but not less than on an annual basis. If a reclassification of the position is not recommended by HR, the Department Head/Elected Official may request another re-evaluation the following year if additional information is provided. Reclassification recommendations for non-bargaining positions are presented to the Board of Supervisors during mid-May for approval/disapproval with an effective date of July 1. An employee whose position is reclassified to a classification having increased responsibilities or complexity of duties is eligible to remain in the position provided he/she meets the minimum qualifications for the new classification.
If the position to be reclassified is a union position, Shramek explained that Human Resources discusses the request with the department head/elected official. Updated job descriptions are again important in this process. Employees complete a Job Reclassification Request form and specify what job classification more adequately covers their duties and why. Since these positions are generally more task oriented, job observation is used. Human Resources spends four to eight hours over a couple days meticulously writing down what the employee does, asking the incumbent and their direct supervisor questions about the job and duties performed less frequently (those not observed). The tasks are then categorized under the specific duties of the job descriptions and a formal recommendation is made to the department head/elected official regarding the reclassification. If the duties performed now more closely match another position, notification of the desire to reclassify the position is sent to the Union Business Representative by Human Resources. The union responds with approval or questions. Reclassifications of union covered positions have occurred in the County Attorney’s Office, Recorder’s Office, Sheriff’s Office among others, although it is preferred that reclassifications occur with vacant positions so they may be posted in accordance with the collective bargaining agreement. Job reclassifications can be grieved and it is our job as managers to ensure tasks performed are within the employee’s assigned job classification.
Shramek said that she has made a budget request to the Board for FY 08 for another job evaluation and salary survey. Medical Examiner Administrator Mike Hensch said that he supports a salary survey. He asked if job descriptions are on a regular schedule to be updated. Shramek said that they do them not less than when positions are open. She said that ideally they would be updated every year during performance evaluations, but this doesn't happen due to staffing levels. She said that if any department heads have any job descriptions that they feel need updated, to let her know. Neuzil said that timing is still an issue, particularly when department heads are looking at opportunities to reevaluate what their employees are doing. Shramek said that they used to do job reclassifications throughout the date but they've always had the same effective date. She said that it isn't fair if she has time to do one request, and that one is implemented right away, and then she doesn't have any time during collective bargaining season, someone else could be waiting for theirs to be evaluated. She said that they should take all of those and have one effective date. Neuzil said that by consistently having the job evaluation and survey a lot of these issues could be avoided. Shramek said that they don't want to do a salary survey on a consistent basis because it is very expensive, but every ten years is a good goal. Shramek said that they should keep up with the plan by making sure that cost of living adjustments and periodic evaluations are looked at. She said that with the ISAC Salary survey results, she is pleased with Johnson County's overall placement. R. Sullivan said that Shramek talked about doing job reviews in mid May for an effective date of July 1. He said that he thought they were trying to do these within the budget cycle since these sometimes have budget ramifications. Shramek said that these are normally not significant changes and are easily absorbed.
Hensch asked if Johnson County has an objective of where Johnson County stands in relation to other counties in the ISAC Salary Survey. Shramek explained that Johnson County is the fifth largest county so their goal would be to rank at number 5. Johnson County department heads currently range between 3rd and 9th in rank of the positions that ISAC surveyed. Hensch asked for a copy of the ISAC salary survey. Shramek said that it isn't a comprehensive survey so all departments might not be covered. Kriz asked if the procedure for reclassifications whether they are upward or downward reclassifications. Shramek said that it is the same procedure although downward reclassifications are not popular but they have happened. Shramek reiterated that it is always easiest when a position is easiest. County Treasurer Tom Kriz said that if a job changes and the current person in the position can no longer do the duties of the job, the job would never open up for a reclassification to happen. Shramek agreed that this is an excellent example of needing to do a reclassification while someone is still in the job.
Public Health Director Ralph Wilmoth asked when a department head needs to get the information to the Board. She said that she tries to be as flexible as possible. She said that she doesn't like to get the information the week before she has to take it to the Board of Supervisors. These requests do take a long time. Shramek said that ideally she would have all of the requests by early May. Wilmoth said that he had a reclassification request that he got to Shramek that week and was instructed that it was too late to be considered but would be considered after the end of the fiscal year. He said that Shramek considered it after the fiscal year and in September she concluded that it should be reclassified. He said that this causes the employee to wait an entire fiscal year, and even if it makes no difference in their compensation it is demoralizing to that employee and others who hear the story. Wilmoth said that Scott County uses a committee to review reclassification requests. The committee is made up of a variety of exempt and non-exempt employees representing a variety of agencies. He said that he can't imagine how two people in HR who work together all of the time, especially when one is a subordinate to the other one can be objective and reach consensus in that process. Shramek said that there are several methods for the job evaluation process. Linn County does not use a committee. Shramek said that she isn't a big fan of the job evaluation tool, but she inherited that and it is incumbent upon her to continue using that so that it is fair for all. She said that whether or not it is the best or most effective tool is neither here nor there. Shramek said that as part of this next process it might be an excellent idea to have a job evaluation committee. She said that she will contact Scott County to find out more about that.
Shramek said that regarding Wilmoth's reclassification, it was presented to her on Monday afternoon when she was presenting to the Board on Thursday. She said that she simply didn't have the time to do it. She said that she even contacted the County Attorney for a second opinion on it. She said that because she didn't get that done she wanted to make sure that was the first one she did when she had time to work on it again. Shramek said that she could have sat on it until the spring. She thought it would be better to let everyone involved know what the outcome was. Wilmoth asked why it can't be implemented now, particularly because it won't have a budget impact. He said that even if it did have an impact they would absorb it in their budget. Shramek said that this particular example has no budget or impact for the employee for this fiscal year. She said that the Board happened to expand the merit evaluation for this fiscal year. Shramek said that she doesn't want to treat one individual differently than another. She said that one of the main things in Human Resources is consistency and fairness. Wilmoth said that he knows that the Board is interested in employee morale, and if there is no impact he doesn't see why they couldn't go ahead and approve this. Stutsman said that even though something is reclassified it doesn't mean that the Board is going to approve it. Stutsman said that she has always said that she wants to review all of these requests together.
County Engineer Greg Parker said that if they are looking at adding a position to a department, when is a good time frame to get that to HR. Parker said that eventually SEATS and Secondary Roads will be combined. He said that Secondary Roads will be doing maintenance out there and they don't currently have the staff for maintenance. Shramek said that they will need to start a draft job description soon.
R. Sullivan said that a committee for parking has been formed. Committee members include Kriz, representatives from Secondary Roads, the County Attorney's Office, Human Services, Facilities Director David Kemp, and Stutsman are on the committee. R. Sullivan said that he hopes that it is a fairly broad based group of people who work in a lot of different facilities. He said that they will try to look at the overall parking policy or lack thereof. This has been precipitated by the proposed Health and Human Services facility. They want to try to be fair and smart regarding the parking policy. He said that there are realities with parking in proximity to the Administration Building. He said that it is very expensive and they've got to try to figure out the best route to proceed with. The first meeting of the parking committee is January 30, 20007.
Stutsman said that when they were talking about forming the committee they were going to put employees on the committee, outside of management personnel. R. Sullivan said that they have one employee outside of Information Services. R. Sullivan said that it is 60% management and 40% employees. Neuzil said that the reason the committee is so diverse is the question is about fairness and if County employees at different locations be charged for parking. R. Sullivan said that this will not be an easy thing to reconcile. He said that the more comments they have the better decisions they can make.
Administrative Secretary Casie Kadlec explained that at a recent Board of Supervisors budget work session Deputy Auditor Dana Aschenbrenner presented the Central Services budget to the Board. The postal service is changing their guidelines and by January 1, 2009 all postage meters need to be upgraded. The post office has security concerns and wants to be able to track where each piece of mail was metered from. The Auditor's Office bought a temporary fix for the postage meter in the Administration Building. The Auditor's Office purchased a new meter for the mailing system. This meter was only a couple of hundred dollars that will get them through for the next two years. In two years they will have to upgrade to a new postage system. Kadlec reported that with the Health and Human Services Building being built across the street, the Board is interested in having a discussion about centralizing some services such as mail.
Neuzil said that there was some thought about having a common area in the new building to have both printing and mailing facilities rather than everyone having their own copy machines and having their own mailing systems. Hensch said that there are proprietary mail services where cheaper mailing rates are available. Hensch said that it is also a problem for people who work on a weekend who have no access to mail services. Hensch said that he would be highly in favor of something so that people who work weekends and holidays have access to process the mail and get it out.
Kadlec said that Deputy Auditor Chris Edwards has bought a new postage meter that complies with the regulations that are taking effect in two years. Kadlec said that not knowing the mail needs for different departments it is hard to say whether the new system purchased by the Department of Human Services would work for all of the County's needs. Kadlec said that elections mail is a particular concern for the Auditor's Office. Because of ballot security there would need to be two people with the ballots at all times if the ballots had to be metered at a different location.
Parker asked if that would include Secondary Roads. Stutsman said that the Board was discussing one central mailing point. Parker said that they bring larger mailings to the Administration Building because the machine has more options. They have a smaller machine in their office that is a standard mailing system that they use for most mail. Neuzil said that at the Auditor's Office is looking at the possibility of saving money for this, they want to know what the need is from everybody so that they know the kind of machine to purchase. Neuzil said that the idea is to avoid buying several machines if they could purchase one machine that would meet all of the needs. Parker said that Linn County has a courier that runs to all surrounding offices daily. He asked if they are thinking of hiring additional staff for this. Neuzil said that they haven't discussed it. Shramek said that they would probably have to hire a postal clerk to process all of the mail because a lot of time is spent doing this. She said that it would be difficult because a lot of locations are spread out, but it would be doable. Stutsman said that the whole idea of the Health and Human Services building was to get people on a central campus. Stutsman said that Secondary Roads, SEATS, and Conservation would be the only auxiliary offices now. County Attorney Janet Lyness added the Courthouse and the Sheriff's Office to the list.
Wilmoth said that if this idea is pursued, a lot more information needs to be gathered. He said that the Health Department has dozens of accounts that postage needs to be charged to. He said that it is a complication with GEMS to have all of the different account codes to charge things to. Neuzil said that as Aschenbrenner pointed out, the cost depends on the amount of bells and whistles needed. He said that they need that information to proceed. Kadlec said that for their office with elections right now is that around general election season, the first day the ballots go out, the Auditor's Office needs the postage meter all day and into the evening. If the meter were in another location the office would have to send two to three staff members along with the ballots every time we used the postage meter. Another question would be if there would need to be additional cameras put in. Currently there are cameras in the Administration Building at every location that ballots are handled. The Auditor's Office would also need twenty-four hour access to the meter.
Harney said that it sounds complicated. R. Sullivan asked if the Board wants to ask people to formally get information to Aschenbrenner if he is willing to be the point person on this issue. Kadlec said that Aschenbrenner brought it to the Board knowing that that the postage meter would need to be replaced for the Administration Building. R. Sullivan said that it seems as if someone needs to collect this information. Kadlec said that if the Administration Building isn't going to have a postage meter, it might not be Aschenbrenner's job to even purchase a new meter. Human Services Accountant Kathy Lynch said that she isn't sure about the details of the Human Services postage meter. She said that it does meet the new postal requirements but it isn't an elaborate system. Stutsman suggested that Budget Coordinator Rich Claiborne work on this issue after the budget process is completed. Executive Assistant Mike Sullivan said that it sounds like this is going to be a very detailed project because different departments have different needs. M. Sullivan said that he and Claiborne will work on this project when the budget process is completed.
Veteran Affairs Director Leo Baier said that his mother passed away at the age of 103 in November. She never had to enter a nursing home for her care. He thanked County employees for all of their cards and sympathy during this difficult time for him. He also spoke of new FEMA regulations and the COLA for the Department of Veteran Affairs.
Lyness said that she is in the process of hiring two people, one attorney for the Child Support Recover Unit as well as the civil position that Lyness used to fill. Harney asked if Lyness is planning on having a first assistant like former County Attorney J. Patrick White had previously. Lyness said yes but she has to look at the budget.
County Sheriff Lonny Pulkrabek reported that they launched the Emergency Medical Dispatch system this morning.
Shramek said that it is collective bargaining season. They have two voluntary settlements with Secondary Roads and the Administrative Unit. The tentative agreements have been approved by the Board of Supervisors. They will likely head into fact-finding with the Ambulance Department. Shramek said that she has emailed the final version of the Wireless Communications Policy that was recently approved by the Board. She asked department heads to distribute this policy to employees.
Hensch said that they have ended another record year for cases and cremation permits. He said that this year they have had 16 days and 16 cases.
Mental Health/Developmental Disabilities Financial and Statistical Supervisor Deborah Guard reported that January 1, 2007 there was a change in the administration of the med funds. They are now being handled by Pharmaceutical Technologies. The Targeted Case Management Module for MH/DD's management information system is now in the testing phase.
Painter said that revenues are down a little bit in real estate but she thinks that they will grow in the spring. Painter noted that they are seeing an increase in the need for birth certificates. People on Medicare now have to prove their identity under new security guidelines. This month is the month that Painter begins her presidential year at ISAC. She will be sworn in on January 26, 2007 before the ISAC Board meeting by Governor Chet Culver. Painter thanked the Board of Supervisors because the environment in Johnson County is a positive one and the Board is good about supporting professional development.
Wilmoth said that Lighten Up Iowa began on January 10, 2007 for those who are interested in exercise and weight loss over the next few months. The Public Health Department is busy with pandemic influenza response planning. Wilmoth was elected to represent the Public Health Nursing Affiliate on the ISAC Board of Directors.
City Assessor Dennis Baldridge said that this is an assessment year for them. He said that with the storm damage last spring it has been interesting to see how much repair has been completed and all of the areas that are still in progress.
Planning and Zoning Administrator Rick Dvorak reported that the Land Use Planning Committee will be meeting this evening. He said that all of the Building Inspectors have been certified in three different areas.
Ambulance Director Steve Spenler said that he will meeting with legislators and members of the Iowa EMS Association on February 1, 2007. On February 17, 2007 from 8:00 a.m. to 4:00 p.m. at Southslope they are having the 20th annual EMS Conference.
Conservation Director Harry Graves reported that he went on a helicopter ride of Kent Park and counted 136 deer in the park. At present many deer have been removed by the park, 79% of them being female deer which is necessary for population control. He said that their annual report will be presented to the Board of Supervisors on January 18, 2007.
County Assessor William Greazel said that they have evaluated all of the commercial property in North Liberty and Coralville. Greazel said that on February 1, 2007 they will begin using oblique photography.
SEATS Director Tom Brase said that they will be installing new scheduling software on January 31, 2007
Facilities Director David Kempf said that they are putting the final touches on the RFQ for the Health and Human Services Building.
M. Sullivan said that the Justice Center Site Suitability and Comparability Study selection committee will be conducting interviews soon. That selection committee will then give a recommendation to the Board of Supervisors to do the site suitability and comparability for a justice center.
Kadlec reminded the department heads and elected officials of the upcoming Compensation Commission meeting on January 22, 2007 at 6:00 p.m.
The Board and department heads scheduled their next meeting for March 27, 2006 at 1:30 p.m.
Adjourned at 2:47 p.m.
_____________________________________________________________________
Attest: Tom Slockett, Auditor
By:
On the _______ day of _____________________, 2006
By Casie Kadlec, Recording Secretary
Sent to the Board of Supervisors on January 29, 2007 at 3:30 p.m.