Campbell County
Personnel Committee Handbook

Operating Guidelines
Policies & Procedures

Written 9/95
Revised 6/00
Revised 9/01
Revised 2/03

TABLE OF CONTENTS

Background

In FY 1989-1990 Hay Management Consultants, 110-110th Avenue, N.E. Suite 312, Bellevue, WA 98004 was retained to analyze and evaluate all county positions and to recommend a compensation program for county employees.  Debra  Lindstrand was the main contact person.

It was during the Hay Management Study that the establishment of the Campbell County Personnel Committee took place. 

In FY 99-2000, the Campbell County Commissioners agreed to fund a second classification analysis study for Campbell County. It had been ten years since the study was completed by the Hay Group.

Personnel Concepts, Inc., 8125 Cantershire Way, Roseville, CA 95746 was hired to complete the study.  Tony Gerczak was the main contact person.  Bob Palmer was the Human Resources/Risk Manager and the members of the Personnel Committee at the time of the study were:

    • Pam Boger - Public Library
    • Irene Diede - Sheriff's Department
    • Bonny Fitch - Public Works
    • Sue Harrison - County Treasurer
    • Cyndi Schamberg - Parks & Recreation
    • Jimmy Williams - Camplex
    • Coleen Winterholler - County Clerk

In June of 2000, the Campbell County Commissioners adopted the recommendations made by Personnel Concepts, Inc. This document reflects those recommendations which include the Point Factor Job Evaluation System.

Committee Purpose

  • Work closely with the Human Resources/Risk Manager to review and point all classifications within Campbell County fairly and equitably, based on the information provided, while giving due consideration to the following  class levels:
    • Administrative, Maintenance and Technical
      • Entry Level
      • Entry/Journey Level
      • Journey Level
      • Advanced Journey Level
    • Professional
      • Entry Level
      • Entry/Journey Level
      • Journey Level
      • Advanced Journey Level
    • Supervisory/Management
      • Supervisor
      • Superintendent/Manager
      • Assistant Director
      • Director
  • Assign classification titles while adhering closely to their definitions.
  • Maintain a current record and history of:
    • Master List of CLassification Titles, Points, and Bands
    • Allocation List by Department
    • Classification Specifications
    • Organizational Charts
  • Work with Performance Appraisal Committee and Compensation Committee to provide Commissioners with information necessary to maintain an up-to-date compensation plan.

Committee Responsibilities

  • Make judgments within the context of the total County organization, not their own departments.
  • Work with department heads, managers, Commissioners, & Human Resources/Risk Manager in a spirit of cooperation and team work.
  • Work with other members of the Personnel Committee as a team player, respecting differing opinions.
  • Support and represent Committee decisions to county employees positively.
  • Point positions based on the data provided without regard to any knowledge they may have of the current job holder's abilities, performance, potential or pay.
  • Ensure confidentiality of certain issues.

Committee Make-Up

The Campbell County Personnel Committee is comprised of seven members and a liaison (i.e. Human Resources/Risk Manager from the Commissioners' Office). Members serve three year terms.  Members may serve more than one term.  Terms served may be consecutive.  Appointments are staggered and members are selected from all three entities of Campbell County Government as follows:

  1. Departments functioning under director appointed by the Commissioners. Preferably one member only (excluding Human Resources/Risk Manager) from the following departments will be appointed:
    1. Commissioners' Office (Human Resources/Risk Manager serves as liaison)
    2. Public Works
    3. Extension
    4. Information Technology
    5. Juvenile Probation
    6. Road & Bridge
    7. Weed & Pest
  2. Departments functioning under directors appointed by boards. Preferably three members only from the following departments will be appointed:
    • Airport
    • CAM-PLEX
    • Children's Developmental Services
    • Fair Board
    • Fire Department
    • Library
    • Parks and Recreation
    • Public Health
    • Rockpile Museum
    • Weed & Pest
  3. Departments functioning under the direction of elected officials. Preferably three members only from the following departments will be appointed:
    • County Assessor
    • County Attorney
    • County Clerk
    • County Coroner
    • District Court Clerk
    • County Sheriff
    • County Treasurer

Committee Appointment

When a Personnel Committee vacancy occurs, the Chief of Staff will notify, in writing,  all Department Heads.  Department Heads will recommend, in writing, a member from their department to serve on the committee.

With recommendations from the Chief of Staff and Human Resources/Risk Manager, the Commissioners will select the member based on the criteria listed under Committee Make-up. Preferably, representation must include the following:

  • one member from departments functioning under the direction of the Board of commissioners;
  • three members from departments functioning under direction of appointed by boards; and
  • three members from departments functioning under the direction of elected officials.

The Commissioners will notify, in writing, the selected member. 

Committee Officers and Duties

The committee has a chairperson, vice-chairperson, recorder, co-recorder, and liaison.

  • Duties of the positions are as follows:
     
    • Chairperson
      • Establish agenda, call and preside over all meetings
      • Correspond as needed and approved by Committee
      • Appoint ad hoc committees as needed
      • Represent the committee views
      • Make presentations
    • Vice Chairperson
      • Conduct meetings in absence of Chairperson
      • Serve as chairperson of ad hoc committees
      • Ensure laptop, projector and meeting rooms are reserved for regular and special meetings
      • Assist Chairperson
    • Recorder
      • Take and ensure accurate minutes
      • Distribute minutes within 15 working days of each special and regular meeting
      • Write and submit information/reminders in the county newsletter
      • Ensure Personnel Committee Handbook is up-do-date
    • Co-Recorder
      • Take minutes in abesence of Recorder
    • Members
      • Serve on committees as assigned
      • Assist in drafting information, letters, etc. as needed.
    • Liaison  
      • Attend Personnel Committee's regular and special meetings
      • Work as a liaison between the Committee, the Commissioners Office and the Board
      • Advise the committee in the area of human resource management
      • Maintain historical records of Committee
      • The liaison to the committee is considered an ex officio, non-voting member
         

 

Conflict of Interest

Campbell County Personnel Committee members are prohibited from making presentations for classification review for their department and are not eligible to vote on matters relating specifically to their department or agency.

Committee Quorum

A quorum at any regular or special meeting shall be four members who are eligible to vote or to conduct business.

The majority of the quorum must be in agreement to determine total points value of a classification. 

Removal from Committee

Members attending less than half of the scheduled meetings within a given six month period will be recommended for replacement by the Personnel Committee Chairperson.

Committee Meetings

The Campbell County Personnel Committee shall meet the second (2nd) Wednesday of every month at 9:00 a.m.  Meetings are generally held in the training room at George Amos Memorial Building unless otherwise noted. The Chairperson may call special meetings as needed. 

Ad hoc committees may be appointed by the Chairperson at any time.  The Vice-Chair of the Personnel Committee serves as chair of ad-hoc committees.

Request for Classification Review

NEW CLASSIFICATION

All requests for new classifications must:

  1. Be approved by the Board of Commissioners; and
  2. Before recruitment of new position can begin, the Personnel Committee must review it to establish the classification (i.e., band and title).

CURRENT (EXISTING) CLASSIFICATION

All current/existing classifications must be reviewed by the Personnel Committee if changes have occurred in the expectations of one of the following (4) point factors:

  1. Expertise - Education and Training (E&T); Experience (Exp)
  2. Decision Making - Decision Making Types (DMT); Decision Making Independence (DMI)
  3. Working Relationships - Working Relationships Level (WRL); Working Relationships Purpose (WRP)
  4. Working Environment - Working Environment Conditions (WEC); Physical Effort (PE)

CLASSIFICATION REVIEW PROCESS

    -New and Current/Existing Classification

  • Only Department Heads/Managers can request a Classification Review for new or current (existing) classifications.  The Department Head must contact the Chair of the Personnel Committee and submit appropriate documentation before they can be placed on the agenda.  Once the documentation has been received, the Chairperson will select the appropriate meeting date and time for the presentation to the Personnel Committee.
  • The Department Head and/or direct supervisor of the reviewed classification may attend the review meeting.  The employee in the reviewed classification may NOT attend the meeting.
  • The following documents must be completed and submitted to the Chairperson of the Personnel Committee: (Original plus (8) copies of each document)
    • A Request For Classification Review form (RFCR)
    • A Job Analysis Questionnaire (JAQ)
    • A current classification specification (if available)
    • A published job announcement or advertisement (if available)
    • A current department organizational chart
  • If a Department Head disputes the final pointing of a classification given by the Personnel Committee, the decision may be appealed. The Appeal Process steps are outlined on page 12.

Appeal Process

The Campbell County Personnel Committee's responsibility is to point all positions within Campbell County fairly and equitably based on the information provided.  The Committee recognizes, however, that the Department Head may not always agree with the pointing of a position.

A Department Head may appeal the pointing of a position. These steps must be followed in the order stated and submitted within 15 working days of receiving written notification of the Committee's final determination of points for a classification:

  1. Complete Box #1 & Box #2 (Step #1) of the Request for Classification Review - Appeal (appendix C).  Contact the Personnel Committee Chairperson and submit form RFCR-A.  Once the RFCR-A is received, the Chairperson will schedule the meeting date and time with the Personnel Committee. This will allow the Department Head to provide additional information to the committee and to  further explain the details of the position. It also allows the committee to ask additional questions. Ideally, a resolution should be reached at this point.
  • If resolution is not reached, the next step is:
    1. The Chairperson completes Box #3 (Step #2) of the RFCR-A and submits to the Human Resources Manager. An individual meeting with the Human Resources/Risk Manager and The Department Head is scheduled. This allows a private meeting between the Department Head and the Human Resources/Risk Manager.
  • If resolution is still not reached, the next step is:
    1. The Human Resources/Risk Manager completes Box #4 (Final Step) of the RFCR-A.  The Department Head, along with the Human Resources/Risk Manager and the Chairperson of the Personnel Committee will schedule a time with the Board at a regular Commissioner's meeting. This allows the Commissioners to verbally interview the Department Head, Human Resources/Risk Manager, and Personnel Committee Chairperson regarding the position.

    All efforts will be made to resolve appeals within 45 days of the first step of the appeal process.

    THE BOARD OF COMMISSIONERS WILL MAKE THE FINAL DETERMINATION ONCE THEY HAVE REVIEWED ALL WRITTEN AND VERBAL DATA.

    APPENDICES

    • Appendix A - Committee Members
    • Appendix B* - Request for Classification Review (RFCR form) [Requires the free Adobe Acrobat Reader]
    • Appendix C* - Request for Classification Review - Appeal (RFCR-A form) [Requires the free Adobe Acrobat Reader]
    • Appendix D** - Job Analysis Questionnaire (form)
    • Appendix E - Classification Levels & Charts
    • Appendix F - Definitions of Levels of Supervision
    • Appendix G** - Pointing Tools (Expertise Chart; Decision Making Chart; Working Relationship Chart; Working Environment Chart)
    • Appendix H - Range Placement Table
    • Appendix I - Salary Scale Using Compa-Ratios (adopted August 2000)
      • * Form is available in PDF format online at http://ccg.co.campbell.wy.us/hr/
      • **Document is available as a computer file, contact Human Resources or Chairperson of the Personnel Committee for a copy.
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