Members Present: Penny Miller, Chair Members Absent: Judge Mikal Simonson Guests: Marilyn Anderson Staff: Carla Kolling Chair Miller called the meeting to order at 9:00 a.m. and immediately drew the members' attention to the second item on the agenda, the Budget Proposal developed by Jana Thielges. Jana explained in detail six alternative funding options available for the Clerks and Deputy Clerks of District Court. She said that in the past it took seven years to fund inequities that were present in the current system and that some were addressed based on length of service and other times it was addressed based on those that had the greatest inequities. Based on the amount of monies that were appropriated by the Legislature, Jana Thielges recommended Salary Alternative No. 1. Salary Alternative No. 1 provided that staff over their identified step will be frozen at their March 31, 2001 salary. Staff under their identified step will have their salary increased by an amount necessary in order to reach their minimum salary. However, if additional funds should become available, she recommends Salary Alternative No. 6. Salary Alternative No. 6 takes Alternative No. 1 one step further by providing that on June 1, 2001 staff under their identified step will have their April 1, 2001 salary increased by up to one step (5% maximum) towards attaining their identified step. She explained that it is less costly for the three month period; it is advantageous to the budgeting process for the 2001-2003 biennium; it demonstrates sensitivity to employees who may be laid off by some counties; and it provides time for supervisors to assess employees' performance prior to giving salary increases. Paulette Reule inquired whether the proposals for the Clerks and the Deputies have to be the same. If not, she would recommend Alternative No. 6. for the Clerks and Alternative No. 3 for the Deputies. Paulette questioned how the salaries were addressed for the Juvenile Court employees and the former County Court employees. Jana explained that when the Juvenile Court employees came into the system, they did not receive their full salary at the onset of their employment. With the current classification system, the inequities were addressed over a period of up to seven years. She said that the County Court employees were different. Monies were available in the budget to pay the appropriate salary. ' Dorothy Howard expressed concern that the job descriptions may not reflect all the duties and responsibilities the Clerks may be performing, such as restitution and criminal judgments. Carla Kolling explained that if additional duties are assigned and are significant enough to warrant a paygrade review, one will be undertaken. The question arose whether the Supreme Court would consider going to the Emergency Commission to seek more funds in order to cover salaries. Both Penny Miller and Jana Thielges emphasized that they did not believe the Supreme Court would approach the Emergency Commission for monies to fund salary increases. A motion was made by Justice Mary Muehlen Maring and seconded by Rita Hannesson that the Personnel Policy Board recommend to the Supreme Court Salary Alternative No. 6. The motion passed unanimously. Employee Compensation - Policy 103 Chair Miller invited Carla Kolling to explain the benefits of making the Deputy Clerk of District Court I and II career ladder positions. Carla explained that the Deputy Clerk of District Court I is at a paygrade 3, an entry level position. Making this a career ladder position provides a supervisor an opportunity to employ a person with little or no understanding of the operations of the Clerk's office, train them to be a full performance deputy, then elevate them to a Deputy Clerk of District Court II after two years. Norine Knudson inquired whether it would be an automatic movement to a Deputy Clerk of District Court II after two years. Carla explained that unless there is a reason such as a performance problem, the employee can expect to move into the II after two years. A motion was made by Rita Hannesson, seconded by Dion Ulrich that Policy 103 - Employee Compensation be amended making the Deputy Clerk of District I and II career ladder positions. The motion passed unanimously. Grandfathering Clerks of District Court Chair Miller inquired whether those Clerks of District Court who have been appointed to the position due to retirement and do not meet the minimum requirement for the position will be grandfathered into the position. Clerks commented that there is a possibility that there will be deputies appointed to fill a retiring clerk's position who do not possess the five years of experience required for that position. Board members recommended that those Deputies II and III's who do not meet the minimum requirements for the position be grandfathered in. A motion was made by Judge Bruce Bohlman, seconded by Judge Lawrence Jahnke that those Clerks of District Court who do not meet the minimum qualifications on April 1, 2001 be grandfathered into their positions. The motion passed unanimously. Chair Miller explained that the work of the Board concerning Clerk issues is complete and that a letter will be prepared and forwarded to the Supreme Court explaining the process, leave policy, the career ladder series, and the salary recommendation. She said that the Supreme Court will be reviewing these recommendations during administrative conference and that no hearing will be held. Chair Miller encouraged the Clerks attending to voice any concerns or pose any questions they have to the Board. Minutes - February 3, 2000 Meeting A motion was made by Dion Ulrich, and seconded by Justice Maring to approve the minutes of the February 3, 2000 meeting. The motion passed unanimously. Minutes - March 6, 2000 Meeting A motion was made by Justice Maring, seconded by Dion Ulrich to approve the minutes of the March 6, 2000 meeting. The motion passed unanimously. Next Meeting The next meeting of the Personnel Policy Board will be on June 30, 2000 in Bismarck. Items on the agenda may include leave for adoption; sick leave policy; Court's action on policy 103 definition of job series, Juvenile Court job descriptions; market analysis and job classification review process, and reclassification request received from Chris Iverson. Meeting adjourned. Respectfully submitted, Carla Kolling, Staff
Minutes
Justice Mary Muehlen Maring
Judge Lawrence Jahnke
Judge Bruce Bohlman
Rita Hannesson
Dion Ulrich
Dorothy Howard
Norine Knudson
Paulette Reule
LaVonne Sigdahl
Deb Simenson
Jana Thielges