Benton County moves personnel files to human resources

VINTON — Benton County Supervisors agreed last month to move personnel files to the human resources office at the request of Benton County Human Resources Director Susan Wilber.

The decision was not without controversy.

Wilber said that having personnel files in the human resources office is considered best practice according to attorneys she’s heard from and according to the Iowa State Association of Counties.

Wilber said there are strict laws on how the files are to be organized.

Files were scanned by the auditor’s office, but Wilber was told the original files would not be able to leave the office, she said.

The supervisors are able to direct where the files go, Wilber said. She wanted them moved to her office so she can ensure that they are in compliance with rules and laws.

Wilber said that monitoring compliance with all of the laws was part of her job when she was hired. She said she had already found violations of the law in the files she has seen.

Wilber said 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.

The auditor’s office is busy with the upcoming primary. Supervisor Tracy Seeman asked if he could move the files.

“Take the damn files. I’m over it,” Benton County Auditor Hayley Rippel told the board.

Sheriff Ron Tippett said 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.

Seeman asked Tippett if he 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. Supervisor Gary 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.

Wilber also 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. Supervisors agreed to look into this after next week.

Wilber also received feedback from 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 said 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.