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HomeMy WebLinkAboutPersonnel Board - Minutes - 01/19/1999PERSONNEL BOARD MEETING MINUTES January 19, 1999 12:00 Noon Council Liaison: Ann Azari Staff Liaison: Dana Shea -Reid, Interim 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, January 19, 1999 in the Facility Services conference room. Board Members Present: Ginny Riley, Gail Shellberg, Jim Swails, Bob Vouk Board Members Absent: Jim Alderden, Human Resources Staff Members Present: Dana Shea -Reid and Joan Busch Other Staff Members Present: Ron Uthmann, Poudre Fire Authority I. Minutes The minutes from the November 17, 1998 meeting were approved as written. I. H.R. Director Selection Process Dana Shea -Reid reported that interviews for the H.R. Director position were conducted on January 14 and 15. An executive panel and a panel consisting of other city staff interviewed selected candidates. There may be another round of interviews with the Human Resources staff as well as the City Manager. Frank Bruno, Assistant City Manager will make that decision. II. Potential Appeal Dana Shea -Reid notified the Board that a department has preliminarily recommended that an employee receive a 30-day suspension. The Service Director is reviewing the recommendation and will have a decision soon. In the event of a suspension, the employee could appeal this suspension to the Board. The Board will be advised if the discipline is upheld and if an appeal is filed by the employee. III. Role of the Personnel Board Board members discussed their role and how they are being utilized. The function of the Board is to advise the City Manager on personnel policies or issues and compensation as Personnel Board Meeting Minutes, January 19, 1999 Page 2 well as to hear employee appeals regarding disciplinary actions. Board members discussed the need to see more in -progress drafts of policies, etc. for their review and feedback. Ginny Riley recommended that the Board sees drafts of personnel policies before they are final in order to give feedback. This would keep the Board actively involved and provide an opportunity for input. Some concern was expressed about the defined role of the Personnel Board and the expectations of City Council in contrast to what the Board actually does. In order for the Board to remain vital and keep members, some issues need to be addressed. Discussion included some of these points: • The Board would like to have more participation from the Council liaison. Periodic visits from the City Manager and the Administrative Services Director would be helpful. • The Board agrees that they aren't being fully utilized. • The Board serves as an advisory board to the City Manager, however, members are appointed by City Council and have provided feedback to City Council on compensation issues. The Board would like to establish a dialogue with the City Manager as well. • If the Board isn't invited to provide legitimate input on personnel and compensation issues, then the Board should just convene to hear appeals as required. • How often should the Board be involved in issues and what kinds? • Communication with Council and Manager could be improved. If Council expects input from the Personnel Board, how should it be conveyed? Board members agreed that after the new City Council members and Mayor are elected, it would be helpful to discuss the role of the Personnel Board with them and establish what the Council's expectations are. Dana Shea -Reid thanked the Board, stating that she has enjoyed working with them and appreciated their support and input during the pay plan project. IV. Appointment Expirations Ginny Riley's term will be up on June 30, 1999 and because of term limitations, she will not be eligible for reappointment. Ginny was originally appointed in mid-term to fill a Personnel Board Meeting Minutes, January 19, 1999 Page 3 vacancy and was then appointed for two terms. She has been a member of the Personnel Board for ten years. Gail Shellberg's term is also expiring on June 30, 1999 and he has not decided if he will re -apply. He will announce his decision later. V. Pay Plan Dana Shea -Reid explained the final step in the pay plan implementation. In late December, departments were sent "green bar" computer reports that included all classified employees' current salaries. Each department made adjustments to individuals' salaries based on financial calculations developed by the Budget department. These adjustments or "calibrations" moved the employee's salary from its point in the old pay plan to a comparable level in the new range --not to exceed 12 percent as established by the City Manager. These adjustments were made for market only, and did not include performance increases. The implementation was effective as of January 11. An "appeal" process is being developed for employees who believe they weren't calibrated properly in the new pay range. The Board discussed the costs associated with the implementation and expressed interest in how the City would budget for pay plan adjustments in 2000. VI. Other Business Ginny Riley asked if the City had plans in place to help employees handle Y2K issues. She reported that the County is working on a program to assist employees in remaining calm and handling situations that come their way so they in turn can do their jobs to help citizens. Dana Shea -Reid advised the Board that some changes have been made to the City's Personnel Policies and one new policy has been added relating to controlled substances as required by DOT. Gail Shellberg stressed the importance of regular attendance of Board members, particularly in consideration of current issues being discussed as well as potential appeal hearings. A Board member with a number of scheduling conflicts will be contacted to inquire about continuing interest in serving on the Personnel Board. VII. Adjourned The meeting was adjourned at 2:00 p.m.