By Jim Magdefrau
VINTON – Where personnel files are stored and the need for an intern were the main items for the Benton County Board of Supervisors on Tuesday, May, 28, at the Benton County Service Center in Vinton.
Human Resources assistant
Human Resources Director Susan Wilber sought to hire Julia Biery as a part-time assistant for human resources at $15 per hour and a start date of June 3.
Benton County Auditor Hayley Rippel wanted to be sure there was money in the current budget for this.
Former auditor Jill Marlow spoke about an Iowa Association of Counties survey among counties in Iowa that have human resources. She reported 27 counties of 99 counties have human resources, and few have assistants. She added Benton County is 24th in population and 14th in pay for human resources.
Marlow also questioned when the position for assistant was approved, as well as the job description for this.
“If we’re going to lower levies next year, as you said at the budget hearing, you’ve got to start controlling your expenses now,” Marlow told the board. She added that the board needs to do research if that position is really needed.
She said the board has had a lot of issues with HR reporting to the supervisors under the open meetings law. She suggested moving the position to the auditor’s office.
“Maybe we need to start thinking outside the box,” she said.
Supervisor Richard Primmer commented that as a board, the three supervisors collectively instructed the human resources direcor to look for an assistant.
Marlow asked if this was in open session. Primmer said this was done in the human resources review.
Wilber advised that in the meetings prior to the hiring of an HR director, it was mentioned about having two people.
Marlow said the item was never on the agenda. Marlow stressed the agenda is to provide reasonable notification to the public on what the board is going to discuss. The addition of an assistant was never approved in open session, Marlow said.
Supervisor Tracy Seeman asked if human resources needed an assistant already. Wilber said yes, definitely. She said there are plenty of things they need to get done, along with plenty of initiatives.
Officials also talked about proposed new software for payroll, time and attendance.
Recorder Lexa Speidel pointed out Benton County has had plenty of departments for years that worked without a part-time assistant. She works to keep her budget as low as possible.
Former county attorney speaks
Former Benton County Attorney David Thompson walked into the meeting and said he wanted to interject something on this issue. He reminded the board that when they started the HR process over two years ago, there was a hiring committee. He said Seeman was on the hiring committee. It was discussed and brought to the board that there was so much for the HR director to do that they would probably need an assistant.
The committee decided they would let Kirsten Nelson, who was first hired as HR director, to get up to speed and determine what she needs. He said now it seems like this is all ancient history. Thompson said he can’t go back and tell the exact date the position was approved. “But it was approved,” he stressed.
Thompson said the county struggled through Covid, brought on by the “open rebellion” of two elected officials to any policy that the board tried to adopt. “And that has continued to this day,” Thompson reflected.
Thompson added, “This full-court press against this HR director is ridiculous.”
Thompson felt the HR director is being “thrown under the bus” for saying, “I think we should follow the law. What a foreign concept in Benton County.”
He concluded, “Might I also remind you of all of the mistakes and all the harassment that started with Covid from two elected officials, and is continuing to this day. And that’s why you have lawsuits, that’s why you have more lawsuits out there that are pending that you haven’t disclosed to the public yet.”
He stressed, “This county needs HR.”
He questioned why the hiring of a part-time intern is the biggest issue in the county.
Seeman made a motion to table the matter. Gary Bierschenk seconded the motion. The matter was tabled to 1:30 p.m. May 29, so the board can look at the current budget. This would come after training with the Iowa Public Information Board.
At Wednesday’s meeting, the supervisors looked at the HR budget and had further discussion about where personnel files are stored. Primmer steered discussion back to hiring a part-time assistant. He found the current budget to be under budget. He estimated the HR office can cover the estimated $900 for the assistant’s pay for the three weeks left in this year’s budget.
Rippel asked about the precedent set by having an office spend more as the fiscal year ends. Primmer said that’s been done for many years prior to this board coming on.
Rippel observed that if Wilber quit taking duties and things out of her office, she wouldn’t be too busy. Wilber said she is just following her job description. Rippel said her employees are following their descriptions too.
Primmer asked for a motion. After silence, Primmer stressed, “We’ve made decisions on spending bigger money much quicker.”
Seeman said he wanted to make sure this was in her budget. Even though it is in her budget, they had agreed to starting the job on July 1. This is the start of the new fiscal year.
Bierschenk said he didn’t know what the big deal was about three weeks. “I’ll do whatever you guys want to do,” Bierschenk told his fellow supervisors. “I don’t really care. Three weeks? It’s not that big of deal.”
Primmer made the motion to authorize Wilber to hire the assistant and bring her on board. “She’s got the money in there,” he added. “The chair can do that. We need to get moved off dead center.” Bierschenk seconded it. It was approved by roll call, 3-0.
Personnel files
At Thursday’s meeting, Wilber also wanted personnel files transferred to her HR office. She said it is best practice to have these filed in HR office, according to attorneys she’s heard and the Iowa State Association of Counties. She said there are strict laws on how the files are to be organized.
Files were scanned by the auditor’s office, but she was told the original files would not be able to leave the office, Wilber said.
The supervisors are able to direct where the files go, Wilber stressed. She wanted them moved to her office so she can ensure that they are in compliance with rules and laws. She said monitoring compliance with all of the laws was part of her job when hired. She said she had already found violations of the law in the files she has seen.
Wilber stressed she didn’t want to go through files in the auditor’s office, but wanted to do this in her office. She said making sure the files are compliant is what HR does.
It was noted that the auditor’s office is busy with the upcoming primary. Seeman asked if he could move the files.
“Take the damn files. I’m over it,” Rippel told the board.
Sheriff Ron Tippett observed what they have is a trust issue. There are people who don’t trust each other. “Until we get past that, we’re going nowhere. So we need to accomplish that.”
“It’s not personal. It’s just trying to make the county in compliance,” Wilber said of the files.
Seeman asked Sheriff Tippett if wanted to help him move files. “I’d just as soon not, but if you want me to I will.”
Seeman made a motion to transfer the files. Bierschenk said he wouldn’t second the motion. “The problem is Hayley is responsible for those files. And when they’re out her sight or out of her jurisdiction, I don’t know how she could be responsible for those files.”
Wilber read the Iowa Code, saying the auditor’s access is subject to the direction of the board.
Primmer seconded the motion. It was approved, with Bierschenk abstaining.
Other HR work
Wilber said Randy Sherwood of secondary roads is retiring. His last day is July 25. He’s been with secondary roads for 38 years.
Wilber talked about exit interviews with employees about accrued vacation. She wants to look into an automated way to keep track of this. This is done manually now by the auditor’s office. It was agreed to look into this after next week.
She also received feedback with new employees about time keeping machines. She would like to make the time sheet more consistent and make a small tweak to make personal days more clear. This is another item to look at after the primary election. Rippel stressed she’d like department heads involved in this decision.
Wilber would like to have a welcome program for new employees. She is also working on a survey of all employees. She gave an update on the county-wide texting program for county employees.
Wilber had the board approve the hiring of Wanda Hinshaw for full-time food service/custodian for the sheriff’s office.
Engineer
Bids were approved for three projects that were let by the IDOT (Iowa Department of Transportation). LL Pelling was the low bidder and was approved for all three projects.
One project was for County Route E24 (61st St Ln (FM-C006(130)—55-06)). This was for $2.9 million.
The second project is for County Route W26 (32nd Ave (FM-C006(131)–55-06)) This was for $1.6 million.
The third project is County Route E24 (FM-C006(132)—55-06) for $1.7 million.
The first two projects would recycle existing asphalt and then a new layer of asphalt. The third project is for pavement.
Other business
The board approved a claim for the Historic Preservation Conference registration fees.
A cigarette permit was approved for Kimm’s Mini Mart.
The board approved amending Resolution 21-7 regarding wages and benefits for part-time employees in the sheriff’s office.
In public comments, Thompson gave an update on the courthouse clock restoration project. Dust control, signage and truck traffic were also discussed for a county road.
Jim Magdefrau 