Personnel Policy Board
Conference Call, May 6, 1999
Judge Bruce Bohlman
Judge Lawrence Jahnke
Justice Mary Maring
Judge Mikal Simonson
Staff: Carla Kolling
Chair Miller called the meeting to order at 11:15 a.m. and immediately drew the member's attention to the first item on the agenda - Reclassification Request of Judicial Secretaries and Secretary to the Chief Justice.
Chair Miller requested Carla Kolling to outline for the members the reclassification process and the reason behind her recommendation to out source the reclassification request.
Carla Kolling explained that once a reclassification request is received, a job analysis questionnaire is sent to the employee seeking the reclass. She said the questionnaire contains a series of compensable job factors such as job complexity, and decisionmaking responsibility. Each factor has a series of questions directed towards that subject area. Each factor also has an identified number of points assigned to it. She explained that classification grades are assigned to jobs according to the points accumulated. The higher the points, the higher the salary grade.
Carla further explained that in the event a reclass is out sourced, the consultant, in this case, Robert Bjorklund, would be provided with the job analysis questionnaires, the current and proposed job descriptions, and any other supporting documentation. He would then review the questionnaires and assign points to each factor. The total points are then matched to the paygrade which possess the point range the factor points fall in to. At that point, it is determined whether or not the new assignment of duties for a position warrants a paygrade adjustment. Carla explained that in this case, prior to making any recommendation, Mr. Bjorklund would interview three out of the five judicial secretaries to ensure that the consultant has a clear understanding of the job responsibilities. She said that once the consultant completes his examination, he prepares a recommendation. Upon receipt of the consultant's recommendation, she prepares a recommendation in support or in opposition of the consultant's recommendation. Carla explained that outsourcing reclassification requests takes a lot of the politics and perceived bias out of the process. She believes that the employees are much more willing to accept the decision, whatever it is, if it comes from an outside source. Carla informed the members that the cost of outsourcing the reclassification request for the judicial secretaries is $500.00.
IT WAS MOVED BY JUDGE BOHLMAN, SECONDED BY JUDGE SIMONSON, AND CARRIED UNANIMOUSLY THAT CARLA KOLLING'S RECOMMENDATION TO OUT SOURCE THE RECLASSIFICATION REQUEST FOR THE JUDICIAL SECRETARIES BE APPROVED.
A discussion among the members arose concerning including other classifications into the review request.
Ms. Kolling explained that in the summer of 1997, a job evaluation and compensation study was performed on 16 court positions within the current system. The study, in part, compared those benchmark positions with other positions similar in nature state and nationwide to see how the judiciary as a whole is sitting with other entities. Furthermore, the study undertook a classification review of all district court secretaries and court reporters.
Carla recommended that now would be an opportune time to update the 1997 salary survey. She explained that the legislature approved an additional 1% be given to employees in the second year of the biennium if moneys were available in the budget. She explained that the 1% could be used for equity adjustments if one were identified in the study. She indicated that reclassification requests could be incorporated into that study if a need was identified.
Justice Maring suggested that the Board hold off on making any decision on this issue until they receive more specifics on how the positions listed in the 1997 survey were selected for the survey and how we go about determining which additional positions need to be included.
IT WAS MOVED BY JUDGE SIMONSON, SECONDED BY JUSTICE MARING, AND CARRIED UNANIMOUSLY TO TABLE ANY ACTION ON THE MARKET SURVEY UNTIL MORE INFORMATION IS AVAILABLE. Rita Hannesson expressed concern over tabling the issue. She would like to see this item placed back on the agenda at the upcoming meeting.
District Court Administrative Assistant Position, Northeast Central Judicial District
Chair Miller drew member's attention to Carla Kolling's recommendation to support Judge Jahnke's request to seek a waiver of the education requirement in order to fill the administrative assistant position in his district.
IT WAS MOVED BY JUSTICE MARING, SECONDED BY JUDGE SIMONSON, AND CARRIED UNANIMOUSLY TO SUPPORT THE RECOMMENDATION THAT THE EDUCATION REQUIREMENTS FOR THE ADMINISTRATIVE ASSISTANT BE WAIVED.
Chair Miller requested Board members to review Administrative Policy 107 before the next meeting.
Meeting adjourned at 12:15 p.m.