Cupples’ proposed internal bid notification policy rejected

Doug Cupples, chairman of the Jasper County Board of Supervisors, presented a policy last week regarding internal hiring processes that, if voted on and approved, would have been illegal, some elected officials say. Presented as a discussion, the policy received no support from Cupples’ fellow supervisors.

The proposed internal bid notification policy would have — among other things —required every department or elected official to have a designated bulletin board in their office to post internal bid notifications or have an established practice to ensure all eligible employees have an opportunity to apply for an opening.

“Personally, I would like to see the departments and elected officials have postings in their office in a place that is conspicuous where people can find it,” Cupples said. “To sum this up, that’s what I’d like to see. So that way when the posting is made it’s at a fair place where everybody can see and participate in.”

Jasper County Supervisor Brandon Talsma was not supportive of the policy, saying it seemed like “we’re trying to reinvent the wheel.” The county already has a policy that’s been adopted by the board and all the elected officials and reviewed by the county’s lawyers.

“I also don’t know why we’re trying to make a simple process more complicated than what it needs to be with multiple postings in multiple different offices on multiple bulletin boards,” Talsma said, noting the yet-to-be-hired communications specialist will be handling a more streamlined, digital notification process.

Internal bidding, he added, is a practice that’s no longer utilized by the county.

Human resources explains current practices

Cupples said the union won’t “freak out” about the proposed policy. Jasper County Human Resources Director Dennis Simon said the policy “is pretty much in existence right now,” but noted his involvement is to make sure county office practices are consistent and volunteered to the display or deliver the posting.

“Then we don’t end up with confusion of the general public whether they’re eligible to apply for an internal bid, which they’re not,” Simon said. “If nobody bids on it then we post it for the two-week period for the general public to apply. This way it ensures every office has the notification, has the opportunity to bid.”

If the position is not filled through the bid system within the respective bargaining unit, then it is open for the general public, Simon added; for example, if an employee at the sheriff’s office, he said, wants to apply for a position at the courthouse, then they’re more than welcome to apply.

Cupples asked what the current practice is for filling job openings in the county. Simon said the process is different depending on the office.

The sheriff’s office, courthouse and public health department are different from each other. For the most part, he said, those entities require a set number of days to post an opening. At the courthouse, internal notices are posted on the bulletin boards near the treasurer’s office and near one of the entrances.

“We post it for the period of time. (Then) I notify the supervisor and the employee, or if the supervisor wants to notify the employee that’s fine. Then, I follow-up with the people that may have applied that weren’t selected based on seniority,” Simon explained.

“Right now, people don’t have to post in their office, right?” Cupples said.

Simon added, “That’s really the biggest change in this is designating a space in every office to have an internal post and only post it for the affected departments. Sending it to secondary roads or the sheriff’s office for a courthouse opening … really, it’s premature because those employees cannot apply for that position.”

Unless no one bids on the opening internally and the county posts the job to the general public, Simon said then any employee outside their respective bargaining unit or non-employees can apply for that position.

Internal bidding considered a ‘prohibited subject’

Talsma said as far as he’s concerned the county already has a policy in the employee handbook. Also, the board of supervisors can’t tell other elected officials what they can or cannot do in their offices. Supervisors may ask them but cannot outright enforce them.

“It’s not our authority,” Talsma said. “We have no right to do it … If we pass this policy and (county treasurer) Doug Bishop goes, ‘No, I don’t like this policy,’ Doug Bishop, being an elected official, can come up with his own policy for his own office. They do not have to follow the policies and stuff we lay out.”

Talsma also criticized the need to have bulletin boards in every office.

“It is 2021,” he said. “Why the heck are we going to make everybody have a printed copy of something that could just be sent out in a mass email? … A bulletin board kind of seems like a waste of time.”

Cupples argued having a “conspicuous spot” where employees can find openings would be helpful. Talsma asked Cupples how many people he thought look at the current bulletin boards. Cupples said he didn’t know. Talsma said bid notifications can be posted on the current bulletin boards if need be.

Lastly, Talsma asked Michael Galloway, an attorney from Ahlers & Cooney, P.C., to confirm internal bidding is done away with other than with secondary roads. Galloway reminded supervisors the Iowa Legislature changed the collective bargaining laws and transferral procedures in 2017.

“It is a prohibited subject,” Galloway said, confirming that elected officials are indeed autonomous to managing their offices and largely come together on policies in employee handbook. “… You cannot direct as a board of supervisor direct elected officials on how to do something like that.”

Cupples said he doesn’t believe someone was trying to direct somebody on how to change their operations inside their office.

Elected officials weigh in on proposal

Talsma said he’s never liked the internal bid process and would not agree to adopt a policy that would bring it back into play. It’s no longer in the county’s contracts, with the exception of secondary roads.

Cupples asked, “Is it something that’s been traditionally been being done?”

Jasper County Auditor Dennis Parrott said, “Apparently.”

Simon disagreed to a point, adding, “When we sat down and we struck out that, we went through every item — without having notes I’d have to go back and look — but I think there was conversation that we would still post and bid vacancies internally.

Talsma said the supervisors weren’t in on that conversation. Internal bidding also wasn’t mentioned in the contract the supervisors signed with the union, Talsma said, which is why he won’t adhere to it or support the policy change.

“I think that internal bidding is a load of crap,” he said. “Now, there’s also nothing about a set bulletin board there’s simply verbiage saying we will post it for four calendar days. If Mr. Bishop down in his office still wants to post it on his bulletin board, he can do that.”

Infighting inside the supervisors chambers

Cupples said the idea for the proposal came from a discussion he had after a board of supervisors meeting adjourned. Cupples said Parrott and fellow supervisor Denny Carpenter were present during this conversation about bidding and notifications.

“Me and you were talking, and you and Denny both agreed on what we said at first but let’s create a policy,” Cupples said. “And initially I said, ‘Let’s do it.’ So that’s where that came from.”

Regardless, Talsma repeated internal bidding is done and if the supervisors wanted to create a designated bulletin board in the courthouse, then have a conversation about that. Parrott confirmed he did speak with Cupples, but clarified it was the board of supervisors chairman who created the policy.

“You created the policy. You and Dennis (Simon) created the potential policy. Don’t try to shift it to Denny and I,” Parrott said, suggesting Cupples was trying to shift the blame or guilt over to other people.

Cupples said, “I’m not saying you’re guilty. It’s just a matter of how it came it came about … You said you were going to come up with something and you did not.”

“Well, I looked into it like maybe somebody else ought to look into some things,” Parrott said, pointing to Simon. “I’m not going to do it because it’s not legal.”

What happens next?

Simon said for the past 12 years the county has posted public bid openings in glass bulletin boards by the elevator in the courthouse and in the annex building. He then asked if those were still sufficient areas to post jobs. Talsma suggested the adjacent, larger bulletin board would be best even if it’s not behind glass.

When the administration building is completed, Cupples said space will be made for postings. Cupples said his whole goal was to keep people informed. Teresa Arrowood, of the auditor’s office, said the public can already sign up online to receive notifications from every department they want.

Cupples said he wanted a discussion and he got one; however, the chairman mentioned he would table the item until next week.

“What’s there to talk about, Doug?” Parrott asked.

Talsma said, “There’s nothing to talk about.”

Cupples said he was confused about the county’s job postings. “So when we post a job it’s public?”

Parrott said yes, explaining the job opening has to be up for 10 days.

“It is public,” Cupples said. “It’s a public job? So immediately? From Day One? OK.”

Contact Christopher Braunschweig at 641-792-3121 ext. 6560 or cbraunschweig@newtondailynews.com