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HomeMy WebLinkAboutPersonnel Board - Minutes - 07/20/1999PERSONNEL BOARD MINUTES July 20,1999 12:00 Noon Council Liaison: Ray Martinez, Mayor Staff Liaison: Rick DeLaCastro, Human Resources Director Telephone: 970/221-6845 Board Chair: Gail Shellberg Telephone: 970/223-6811 A regular meeting of the Personnel Board was held on Tuesday, July 20, 1999 in the Human Resources conference room. Board Members Present: Jim Alderden, Valerie Remington, Gail Shellberg, Jim Swails, Bob Vouk City Staff Present: Rick DeLaCastro, Human Resources Director Joan Busch, Admin Support Supervisor (Recorder) Other Staff Members Present: Ron Uthmann, Poudre Fire Authority I. Member Update The Board welcomed Valerie Remington as its newest member. Valerie is currently a teacher with Poudre School District and previously worked in the Human Resources Department for Hewlett Packard. Gail Shellberg received and accepted Bob Vouk's letter of resignation. Bob is relocating to Omaha, Nebraska. A new individual will be appointed by City Council to fill Bob's term, which expires in 2002. II. Minutes/Agenda The minutes from the May 18, 1999 meeting were approved with corrections. III. Personnel Board Hearing Procedure Revisions Additional revisions to the policy were made and members discussed the changes. One question that was nosed was whose responsibility it is to call witnesses if the employee doesn't have legal counsel. Members suggested adding a clarification to the policy that states the appellant is responsible for calling their witnesses. Jim Swails reminded the Board that at the last meeting, the Board talked about developing an information packet and some of that information could be included in the packet instead of the rules. Gail Shellberg also stated that the Goals are the Board's goals and are not part of the procedure. Members agreed that the Packet should include helpful instructions and a guideline of what to expect at the hearing such as a one page list that contains the responsibilities of the appellant. Rick DeLaCastro will work on a draft of the packet. Valerie Remington suggested having the employee sign off when receiving a packet. Rick suggested that the packet could be sent with the letter that sets the hearing date as it is sent certified mail. Gail asked if the City Attorney would need to approve the procedures after the Board accepts their adoption. Rick said that Greg Tempel, Assistant City Attorney has already reviewed the procedure and made some suggestions. Rick said he would have Greg look at these revisions. Jim Alderden moved that the hearing procedures be accepted as revised. Valerie second. Motion was approved. IV. Budget Feedback Gail Shellberg reported that Board members Valerie Remington, Jim Swails and he attended the meeting with John Fischbach, City Manager regarding the City's Budget process and was impressed with the openness of the discussion. He said that the City Manager had the same concerns. Gail was encouraged that the dialog will continue. Gail also reported that based on the Board's comments regarding productivity savings, Doug Smith, Budget Director, said that the term "Productivity Savings" would be changed to more accurately reflect these funds. John Fischbach said the Board's concerns will be addressed over time and that his top priority is a performance appraisal system. V. Pay Plan Update Rick DeLaCastro reported that compensation guidelines were developed to document what the practice has been in the past and how to handle salary adjustments in the future. Also included is a glossary of terms so everyone has a clear understanding of terminology and is consistent when they discuss pay issues. Prior to this, there had been no formal guidelines. Rick stated that the Compensation Policies carries the same weight as the policies and procedures manual. Gail clarified that the guidelines were intended for department managers to implement. Rick said the goal was to get the policies into the hands of everyone who makes pay decisions. Human Resources Reps will be meeting with each of their departments to explain the guidelines. Policies will also be included on the City's Intranet. There will be future updates, similar to the policy manual. Gail asked if they should be in personnel policies. Rick said it was decided to keep them separate because of updates. Valerie suggested that perhaps managers and employees might not know what questions to ask. Rick explained that the information was not new, it was just better defined. Gail said education and instructions are critical. Rick also said he's continuing to meet with Frank Bruno, Assistant City Manager and Diane Jones, Deputy City Manager regarding the rest of the pay plan implementation scheduled for next year. VI. Policies and Procedure Update Rick reviewed the changes with the Board. A revision to the Overtime Policy is still being discussed. When revisions are printed, the Board will receive copies. VII. Election of Chair In July, the Personnel Board selects their chair for the coming year. As current Chair, and not wishing to seek a second term, Gail asked for nominations for Personnel Board Chair. Jim Alderden nominated Jim Swails for Chair and Gail Shellberg as Vice Chair. Members approved. VIII. Announcements Gail announced that prior to tonight's City Council meeting, the Council would recognize Boards and Commissions members with eight or more years of service whose terms are expiring. Rick reported that Ray Martinez is the Personnel Board's Council Liaison and he has expressed an interest in attending the Board's meetings. IX. Adjourned There being no further business, the meeting was adjourned at 1:45 p.m.