CLASSIFIED COUNCIL MINUTES

January 20, 2004

MEMBERS PRESENT: Emma Lewis, Linda Stewart and Elizabeth O'Doherty, Food Service; Dora Cook, Gail Grimes and Phyllis Abernathy, Instructional Assistants; Doug Botkin, 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, Human Resources; Mary Browning, Physical Support Services and Doug Marshall, Budget.

NOTICE: 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.

Council Representatives bring departmental issues from the employees that they represent.

OLD BUSINESS:

Dr. James and members report on the issues of the November 25th meeting:

• Certification Pay/Operations Department: Dr. James has not received this proposal. Charlie Hatton reported that the proposal has been put in writing and given to Ken Tate, Associate Director of Operations.
• Retro Check: Check issue date is unknown.
• Student/Staff Safety Issue: The Principal is ultimately responsible for staff/students after regular school hours.
• Work Order Completion: Jo Ann Bright said that if a work order completion notice was received and the work had not been completed then the staff would need to indicate this in writing and return the work completion notice to the Maintenance Department.
• Monday/Friday Personal Leave: Diana Shoop said Leave Authorization is at the supervisor's discretion.
• Glendover Staff Safety: Phyllis Abernathy wishes to extend from the staff at Glendover a "BIG THANKS" to all the people involved in improving the arrival/dismissal situation at Glendover. They really appreciate the improved lighting, reflective vests and flash lights.
• Lockdown: The key issue is still under review.
• Middle School Registrar Position: Doug Marshall restated that this is a Budget issue. Considering that the district may face a shortfall of 4.6 million to 7 million dollars, the district and schools must develop a Budget Priority List. Anything is possible, but the decision of allocation of funding is based on "choices". Fay Isaacs thanked Doug for emailing her possible solutions to the funding for the registrar's schedule proposal. Dr. James stated that individual sites make the decisions on how to utilize their resources. He said that he has found that there are resources not being utilized completely. Doug said that not all of the SCIF money is utilized and the school will lose most of the unused funds. He said that this money and maybe even the Activity funds could be allocated for staffing needs.

NEW BUSINESS:

Transportation

Marcus Dobbs asked how a person could be hired as a driver at a Level 12 when they had been unemployed by the district for at least eight years. Dr James will investigate this situation and report his findings at the next meeting.

Bob Glass asked why a Bus Monitor/Driver Assistant had to get off of the bus to assist a driver to back up the bus. It is not a state law and the Driver Assistants feel that this requirement is unsafe.

In response, Marcus Dobbs explained that the assistants are receiving training and equipment (flashlights/vests) to ensure the safety of both the Driver Assistants and the Bus Drivers. Diana Shoop pointed out that this is a proactive safety practice. With any large vehicle it is standard policy to use spotters.

Custodial

Jo Ann Bright asked why some schools are still allowing staff to take comp time for extra hours worked instead of payment for service.

Jo Ann Bright asked who was responsible for payment when extra work was required at the end of a work week making it impossible for an employee to use flex time.

Both Mary Browning and Dr. James said the school is responsible for the payroll. Dr James said labor laws state that hours extending beyond the regular work week must be overtime/overscheduled pay. Mary Browning suggested that principals be sent a reminder concerning wage and hour laws. Doug Marshall said that there is a small district budget set aside to cover extenuating circumstances (flooding, snow and ice removal, fire). Schools should contact the budget office for proper coding if the overtime falls into one of the areas of extenuating circumstances.

Operations

Charlie Hatton asked when the retro checks would be available. Dr. James said he would contact Financial Services for an answer.

Food Service

Emma Lewis asked why the schools were not able to get substitutes. Mary Browning suggested that Emma speak with her supervisor and the associate director about this issue.

Instructional Aides

Phyllis said that assistants are sometimes utilized as teachers but do not get the compensation. She asked how this can be legal and why is there not payment compensation for this.

Gail Grimes asked if the para-educator exam counted toward meeting job requirements. Diana Shoop said that the initial exam issued by Fayette County is recognized and will count. Currently, those who took the initial exam will not be required to retest.

Gail Grimes asked why aides could not be paid for x days, records day and more than four holidays. Diana Shoop said that the issue of more paid days has a budget implication and would require the drafting of a board agenda item that would go before the board for approval.

Gail Grimes asked why there is a lack of incentives for classified employees. Fay Isaacs pointed out that there are ways a classified employee can obtain compensation incentives by participating in the Professional Standards Program. She suggested that anyone interested should contact Jean Salley at Central Office for more information.

Gail Grimes asked why all aides are not allowed take their breaks, meals or time to access their email accounts during work hours. Diana Shoop pointed out that this is another wage and hour issue. Mary Browning suggested that the wage and hour information be shared with the schools again.

Gail Grimes asked why classified employees working less than twelve months could not have year round pay. Diana Shoop said that this had been attempted in the past but became quite costly to the district because so few took advantage of it (of over two thousand classified employees eligible only four hundred participated initially, then around two hundred dropped out). Diana also mentioned that employees could have a credit union savings account deduction set up with payroll to obtain the same benefit with an added bonus of the account earning interest.

Secretarial / Clerical

Patty Reed asked if the use of school playgrounds by the public was allowed. Dr. James said that the school grounds are public property and would basically fall into the same category as a park. Use at your own risk.

Fay Isaacs asked if it would be possible to have a time line printed in the weekly newsletter of what is coming up that would require work from office professionals at both Central Office and the schools. Examples include preliminary staffing/budget, and out of area requests. This would allow clerical staff to plan their work agendas. Mary Browning said she would pass this request along. Mary mentioned a "When Due" district calendar could be helpful.

Fay Isaacs asked why a payroll clerk was moved to a Grade 15 due to additional responsibilities for certain school payrolls when this clerk is not doing the particular school payrolls as indicated. Individuals at the school level who actually took on the added responsibility of electronic payroll have not been considered for pay increases. Mary Browning said she would pass this question along to the Superintendent and to Financial Services.

Fay Isaacs asked why there is a substitute working in a position in Accounts Payable that was eliminated. Schools cannot get a sub for a viable position until the office professional is out five days. Doug Marshall said that funding allocations for subs is an issue. Overscheduled hours may be available but would need the approval of the Superintendent.

It was suggested that Financial Services should address this question.

A listing of the representatives for each area was requested at the meeting by several departments. Liz Simpson provided a list which appears on the Classified Council home page.

Amendment to minutes

In the October 20, 2003 minutes it was stated that the bus driver and monitor did not feel in danger during the student incident. This was incorrect. The following sentence is deleted from the minutes: "Both the Driver and Monitor admitted that they were in no danger during the incident."

The next scheduled meeting is February 17, 2004

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