FAIRHOPE, Ala. — Although the city’s new personnel manual adopted four years ago required the human resources director to develop an employee classification system with a pay range for each job, that was never done, according to city staff.

“Subject to approval by the Mayor and City Council, the Human Resources Director will develop and implement a classification system for all positions based on job duties and responsibilities of each job, and will develop and establish pay rates and a pay range or grade for each job,” Section 2.09 of the city personnel manual.

Rhonda White, who took over the human resources director position earlier this year, after Bryan Seibt, who had been HR director since 2001, resigned after a medical leave of absence, said, “I have never seen any plan like that.”

Repeated attempts to reach Seibt since that time have been unsuccessful.

Mayor Tim Kant said at the time that Seibt left the job to pursue other career opportunities.

The failure of the city to have a pay scale system has concerned Councilman Lonnie Mixon, who as finance committee chairman, liaison to the personnel board and member of the strategic planning steering committee, has sought ways to bring greater accountability and organization to basic governmental functions.

“We’re not just looking at grievance procedures any more,” said Mixon, during a Thursday meeting of the personnel board, referring to recommendations the board will make to the council soon regarding adding an advisory function to the board’s duties.

The board has met publicly twice in recent weeks to discuss other revisions to the personnel manual, including adopting a zero tolerance substance abuse policy for city employees. The board is modeling that program after one used in Daphne, White said.

During a discussion of the city’s lack of a classification system, White said that human resources departments in several Baldwin County cities are sharing data to develop information about comparable pay ranges and scales for municipal positions.

“I feel pretty confident that we’re going to be on the higher end of those scales,” White said.

The lack of a pay classification system has led to anomalies within the system where some employees earn more or close to the income of their supervisors, and where some clerical positions earn more than department heads, according to city records.

Such is the case with the HR department itself where White earns less than a clerk in the golf pro shop, which has two such positions, according to city records whereas White is the only staff person in the HR department since Seibt’s resignation.

White did not receive an increase in pay when she took over Seibt’s position, although she is currently running that department, Kans said at the time of White’s promotion.

But even the strategic planning steering committee, which has spent hundreds of volunteer hours in analyzing city job functions, has had trouble keeping up with all the departments and making comprehensive recommendations citywide.

During a status report of its activities to the City Council at the Monday work session, the committee did not provide a report on the office of City Clerk.

The duties of that department, which also has one staff person less than it did last summer, have increased substantially since the new council took office in November. The new council added a number of study groups and increased reporting requirements of existing city committees, requiring additional work of the clerk’s office.

The personnel board decided Thursday to recommend implementation of a zero tolerance substance abuse policy that would take effect on Oct. 1 to give adequate lead time to inform city employees of the change in policy.

On Feb. 26, the council adopted an ordinance that changed how the personnel board is appointed. Previously its members were appointed by the mayor and confirmed by the council. That five-person board is now appointed by the council without any participation by the mayor.

The current board consists of Beeman Bond, Lorenzo Howard, Jerry Middleton, Ernie Roberts and Savan Wilson.

The board’s next meeting is at 9 a.m., Thursday, May 21, in the conference room at 555 S. Section St.