Members Present: Ted Smith, Chair; Hon. Gail Hagerty, Susan Hoffer; Petra Mandigo Hulm;
Hon. Lisa Fair McEvers; Ross Munns; Rod Olson; and Hon. Dale V.
Others Present: Sally Holewa, ex offico Amy Klein, staff Kim Nelsen, guest Renee Barnaby, minutes
Chair Smith called the meeting to order at 4:00 p.m.
Minutes It was moved by Petra Hulm, seconded by Ross Munns, to approve the March 15, 2013,
minutes as amended. The motion carried.
Electronic Court Recorder Training and Certification Plan Kim Nelsen joined the meeting to provide an update on the proposed Court Recorder
Training/Certification Plan drafted by the Digital Recording Workgroup.
Sally Holewa noted that once the manual is approved by the workgroup it should be filed in the
State Court Administrator’s Office.
Judge McEvers suggested that when referring to a person’s name in the manual, it would be
helpful to list the person’s title as well.
In response to a question from Ms. Nelson asking if the training will be required, Ms. Holewa
responded it will be as it was originally requested by the Chief Justice to ensure the quality of the
Ms. Nelsen noted the workgroup would like to receive notification when problems occur with a
transcript. She said that will be helpful in assigning the mentors and will also help training. Rod
Olson stated that in addition to notifying the recorder when there are problems, it would also be
beneficial to notify the recorder’s supervisor.
Susan Hoffer suggested the title of the manual be modified if the backup recorders will be
required to take the certification.
In response to a question asking who will be certified or required to take the training, Ms.
Holewa noted that according to the May 2011 Personnel Policy Board minutes, it was decided
that only those whose job description is a court recorder would be required to be certified. The
training would be made available to all other groups, and they would be encouraged to attend the
training but not necessarily be required to be certified. The training for the court recorder and
other employees will be paid for by the state.
Ms. Nelson questioned whether everyone’s title accurately reflects the person’s job duties. Ms.
Holewa suggested that if someone is not classified correctly, the supervisor should bring it to the
In response to a question asking what happens if someone fails the certification test twice, Judge
Hagerty responded because we are trusting them with the record, new hires and current recorders
should only be allowed to take the test twice. Ms. Holewa agreed it would be irresponsible to
continue their employment in that position when they cannot perform the job. If the employee
fails the test because of a mechanical problem, it will not be counted against them.
With regard to continuing education, Ms. Nelsen stated AAERT does not require recertification.
Ms. Holewa stated that the continued education would be available through the annual training
provided by our Education Department.
Ms. Klein stated the job classification will be updated to include the certification. However, the
update will not change where it is placed in the compensation system because there is no change
in the job duties. The job classifications will be reviewed at the July meeting.
In response to a question asking when the manual will be completed, Ms. Nelsen stated the
manual will be completed by September.
Judge Hagerty noted that with regard to the court reporters, they most likely will already be
certified on the transcript preparation so they will only be trained on use of the recording
equipment. She said the manual in large part is how to prepare a transcript and suggested having
some of the court reporters review it.
Judge Hagerty also noted it is important to note in the manual if it has been adapted from another
document. Ms. Nelson responded she was unsure if another source has been used but would
make sure credit is given to the appropriate authority.
Chair Smith stated the revised manual will be reviewed at the July meeting.
[Ms. Nelsen left the meeting.]
Review Proposed Salary Ranges for July 2013 - June 2014 Amy Klein presented the Board with the proposed pay ranges for July 2013 through June 2014.
The changes reflect a 4% increase in all pay grades and steps. It was moved Rod Olson,
seconded by Susan Hoffer, to approve the proposed salary ranges and forward it to the
Supreme Court for consideration. The motion carried.
Ms. Holewa stated on a side note, the Finance Department would like to be alerted in advance if
the Board is considering changes to an employee’s pay through reclassification, etc.
Review Request to Reclassify a Secretary II to Calendar Control Clerk Chair Smith said the next item on the agenda is a request to reclassify a Secretary II to a Calendar
Control Clerk. Amy Klein explained the case filings have increased and this secretarial position
has evolved in order to meet the challenges presented. The individual has been performing the
calendar control duties for quite some time. It is a lateral transfer and there would be no change
in pay grade. It was moved by Judge McEvers, seconded by Justice Sandstrom, to grant the
In response to a question from Petra Hulm asking if this leaves a shortage in the secretary
position, Ross Munns responded the time percentage ratio per duties is approximately 70%
calendaring and 30% secretarial so it would just continue in that capacity. The title change more
accurately reflects the duties the person is performing.
Ms. Holewa noted if the request is approved, the district would have two calendar control clerk.
The motion carried and will be forwarded to the Supreme Court for consideration.
Family and Medical Leave Act Policy and Leave Sharing Policy The Family and Medical Leave Act Policy and the Leave Sharing Policy were sent out to
employees for comment. No comments were received. It was moved by Judge Hagerty,
seconded by Ross Munns, to send the policies to the Supreme Court for consideration. The
It was the consensus of the Board to allow additional items to be added to the agenda for
emergency meetings if time permits.
It was also the consensus of the Board that if both the chair and vice chair are absent from a
meeting but a quorum is present, the meeting should proceed as scheduled.
The next meeting will be held July 19, 2013. Chair Smith will be absent.