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HomeMy WebLinkAboutPersonnel Board - Minutes - 03/16/1999PERSONNEL BOARD MEETING MINUTES March 16,1999 12:00 Noon Council Liaison: Ann Azari Staff Liaison: Dana Shea -Reid, Assistant H.R. Director Telephone: 970/221-6824 Board Chair: Gail Shellberg Telephone: 970/223-6811 A regular meeting of the Personnel Board was held on Tuesday, March 16, 1999 in the Human Resources conference room. Board Members Present: Jim Alderden, Ginny Riley, Gail Shellberg, Jim Swails, Bob Vouk Human Resources Staff Present: Rick DeLaCastro, Dana Shea -Reid and Joan Busch Other Staff Present: Ron Uthmann, Poudre Fire Authority Special Acknowledgement: Gail Shellberg presented Ginny Riley with a gift and, on behalf of the Board and the Human Resources Department, thanked her for her 9 years of service to the City as a member of the Personnel Board. Because of business and travel plans, this will be Ginny's last meeting before her term as Board member expires. I. Minutes/Agenda The minutes from the January 19, 1999 meeting were approved as written. Ginny Riley commented that in the January minutes there was reference to the Year 2000 (Y2K) but no follow up on this meetings agenda. She reported that Larimer County employees are asking how they personally can prepare for Y2K so they will be able to assist citizens if needed. Jim Alderden advised that the Emergency Operations Center had handouts available that might be helpful. II. Budget Process The City Manager has asked all Boards and Commissions to provide input for the bi- annual budget process. Personnel Board members agreed it was important to provide feedback to the City Manager and discussed their ideas and concerns. Dana Shea -Reid will draft a memo of the issues discussed today and send to Board members for their review and further revision as needed. The final document will be delivered to the City Manager. III. Performance Management Rick DeLaCastro reported that the City Manager has asked him to develop a performance management program and determine how it ties to the pay system and training. This would be more than just performance appraisals. Rick will be writing a "process" paper for the City Manager that will discuss the considerations in implementing a performance management program. Jim Swails suggested that the City look at the private sector for information on performance management programs. When developing skill levels, it is a challenge to cover all job categories in the public sector. Members again discussed the need for performance appraisals. Ginny Riley said she would like to see the Board make a strong recommendation to have the performance reviews centralized and tracked by Human Resources to ensure reviews are being conducted. Ginny reported that at Larimer County supervisors are required to do performance reviews and face disciplinary action if they are not completed. The Board agreed that although it wasn't directly budget related, to include their recommendations for a performance review system in the budget feedback letter to the City Manager. Gail Shellberg said it might be helpful to have a session with the City Manager to discuss some of these issues. The Board acknowledged that there should be more dialogue with the people making the decisions, and inviting the City Manager to attend a Personnel Board meeting would be productive. IV. Annual Report Members had no additional comments on the Board's annual report. V. Appeal Process Guidelines Dana distributed revisions to the Personnel Board Hearing Procedure. Gail asked members to provide their feedback by March 31. Dana will send the document to members and provide an updated draft at the May 18 meeting. VI. Employee Appeal Dana advised the Board that a recently terminated employee will appeal to the Personnel Board. Initially, the supervisor made a recommendation for disciplinary action, however, the Service Director had observed numerous previous actions of this employee and made the determination to terminate. Members discussed possible hearing dates of April 21, or April 26, or April 28. Dana will contact the Board's attorney, Jim Martell to see if he is available on those dates. VII. Adjourned The meeting was adjourned at 1:50 p.m.