CLASSIFIED COUNCIL MINUTES

November 25, 2003

MEMBERS PRESENT: Emma Lewis and Linda Stewart, Food Service; Dora Cook and Gail Grimes, Instructional Assistants; Doug Botkin and Russell Southworth , Maintenance; Charles Hatton, Operations; Jo Ann Bright, Custodian; Bob Glass and Marcus Dobbs , Transportation; Fay Isaacs and Patty Reed, Secretarial/Clerical.

ADMINISTRATORS PRESENT: Dr. Ken James, Superintendent; Diana Shoop and Elizabeth Simpson, Human Resources; Mary Browning, Physical Support Services and Doug Marshall, Budget.

OLD BUSINESS:

Dr. James' report, on the issues of the October 20th meeting, is as follows:

Dr. James advises that personnel concerns be addressed initially to the department's Director/Supervisor. If the issue is not resolved at the department level then questions should be addressed at the Council meetings for research and resolution.

Upper Management Positions in Food Service: Linda Stewart reported that the representatives did take their question on how positions are filled in the Food Service Central Office to the Director.

Light Duty: Dr. James reported that there is no direct policy governing "light duty" assignments. Mary Browning said that "light duty" assignments were based on the physician's statements indicating the person's limitations and restrictions. Regular evaluations and reviews of the person's progress are documented. Diana Shoop said that it does put a burden on the department especially when there are more than two personnel on light duty in a department. Basically, there are only two options: light duty or sick leave. The district has tried to accommodate personnel by adhering to the physician's guidelines and release determinations. Dr. James said there is no closure on this issue at this time but the district will continue to review and attempt to find workable resolutions.

Retro Check: Dr. James did not have the date the retro checks would be issued but there will be a retro check.

Pay Dates, 24 verses 26: Dr. James reported that the 26 pay date schedule will not be changing.

Grade Changes: Dr. James said that grade change proposals are still on his desk at this time.

Soda Vending Machines: Dr. James reported that Linda Martin will be checking into the contractual issues regarding whether the cost and selection in the soda machines can be changed. She will provide the results of this research at a future date.

Vandalized Cars: Dr. James reported that Ken Cox, Director for High Schools met with MLK Principal and they concurred that students should be escorted off the campus site. This should eliminate any vandalism of personnel vehicles.

Glendover Safety Issue: Dr. James reported that Myron Thompson, Associate Director of Risk Management was aware of the safety issues at Glendover. The staff at Glendover has been provided with vests and other items to utilize for their safety during arrival and dismissal each day.

Central Office Gym: Dr. James said that the use of the gym is still being explored at this time.

NEW BUSINESS:

Secretarial/ Clerical:

Fay Isaacs asked if the Middle School Registrar position could be reviewed for an increase in hours per day schedule for schools with 800+ enrollments. The increase in demands in this position exceeds the current work schedule.

Doug Marshall suggested that other positions within the school may be utilized to help cover or share the duties of this position (secretary was suggested). He also suggested that the School Councils may want to review their staffing allocations to determine if they wish to make changes. Fay reminded us that not all schools would be able to financially afford these alternatives. Dr. James pointed out that there may be a decrease in enrollment (what happens if enrollment falls below 800?). Mary Browning said that with the new schools opening in the fall this issue may resolve itself or at least even out.

Fay Isaacs asked why School Secretaries are not permitted to obtain a Sub except for the times they are out at least five days or more when there are Subs filling positions at Central Office.

Doug Marshall said that this was basically a budget issue. Doug and Dr. James will check into this and the areas in question.

Operations:

Charlie Hatton asked why the Operations Department does not have Certification Pay when the Transportation and Maintenance Departments do. The Operation's Department has four personnel that are certified and licensed by the Department of Agriculture and must, by law, complete nine hours of continuing educations and three hours of specific education every three years. These personnel use hazardous chemicals.

Mary Browning suggested putting this in writing to Ken Tate, Associate Director of Operations, so that this can be reviewed by the department and by Human Resources.

Custodial:

Jo Ann Bright asked when the no smoking policy applied. Does it apply to only schools or to all school property? Dr. James said that reminders on the no smoking policy may need to be sent out. Enforcement of the policy is difficult.

Jo Ann asked about who was responsible for the safety of students and staff after regular school hours? If a student or staff feels that their safety is being jeopardized, what procedure should be followed? Dr. James said that the building's principal is ultimately responsible. He will check into this further.

Jo Ann asked why the HVAC Department in Maintenance is not required to have a work order completion form filled out, signed and dated by someone in the main office or the custodian when the work is completed. Doug Botkin said that the email from the new work order computer system would serve as the completion notice. Jo Ann said that sometimes custodians received completion notices when the work was not complete. Mary Browning suggested that Jo Ann email Bill Gay in the Maintenance Department this question.

Transportation:

Bob Glass asked why a Classified Employee cannot use their Personal Leave on a Monday or a Friday. Diana Shoop said that the Personal Leave Policy was based on a percentage and the department's director/supervisor had the authority to deny or approve requests. Marcus Dobbs pointed out that during times when there were shortages in personnel Mr. Kiser had to put a freeze on personal leave requests but that in the past when there was not a shortage in drivers he took the freeze off. Dr. James said that statistically there were more absences on Mondays and Fridays which affects the workforce.

Instructional Aides:

Gail Grimes asked for how her area of employment could communicate throughout the group. Mary Browning suggested that she contact Mike Burke in Technology about setting up a Global Web Address. Dr. James said he would email Mike Burke about this issue too.

Gail asked about "Lockdown" and why the assistants do not have a key to the classroom to ensure safety. Dr. James said that the implementation of "lockdown" was being tested and reviewed. He felt this would be an issue for discussion.

INSURANCE NOTIFICATION FROM DIANA SHOOP

The State of Kentucky has taken over the entering of insurance deductions. This information is then fed back to the school district. When the information was reviewed by the school district's insurance clerk, it was discovered that there was not an Escrow deduction on the December's check. Escrow deductions affect employees who are not paid year around.

The district is researching how to best correct this error and will notify employees when they have reached a resolution.

PLEASE DO NOT CALL THE INSURANCE DEPARTMENT.

The next scheduled meeting is January 20, 2004.

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