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HomeMy WebLinkAboutPersonnel Board - Minutes - 09/15/1998PERSONNEL BOARD MEETING MINUTES September 15, 1998 12:00 Noon Council Liaison: Ann Azari Staff Liaison: Dana Shea -Reid, Interim H.R. Director Telephone: 970/221-6824 A regular meeting of the Personnel Board was held on Tuesday, September 15, 1998, in the Facility Services conference room. Board Members Present: Jim Alderden, Ginny Riley, Jim Swails, and Bob Vouk Gail Shellberg, Chair Telephone: 970/223-6811 Human Resources Staff Members Present: Dana Shea -Reid and Joan Busch Other Staff Members Present: Ron Uthmann, Poudre Fire Authority I. Employee Appeal Process Board members followed up on their discussion from the previous meeting regarding the employee appeal process. The Board would like more clarification in how continuances are handled. What is "good cause" for a continuance? The Board could determine "good cause". One reason for a continuance would be an emergency for the employee or a major witness. The appeal process should be consistent with the personnel policies and the City and employee need to follow guidelines for deadlines. If an employee doesn't provide the remedy sought, then the Board would ask for one. The Board also discussed open vs. closed hearings. Members believe that because the hearing involves personnel issues, that it should be a closed hearing, unless requested to be open. Currently the hearing is open unless a written request is made to the Board to hold a closed hearing. Board members suggested deleting the term "investigative arm" for the City Manager since the Personnel Board does not investigate, they are advisory to the City Manager. Some legal terminology could be presented in more lay terms to allow the policies to be more understandable to all. Ginny Riley and Jim Swails will provide suggested changes and Dana Shea -Reid will write a draft and present it to the Board for its review and discussion. Personnel Board Minutes, September 15, 1998 Page 2 II. Pay Plan Update Dana reported that implementation is underway, and she is working with the city manager to draft a letter to employees explaining how salary adjustments will be made. The decision has been made to bring employees up to the minimum of their respective pay ranges. Most of these individuals are tenured employees. Salary adjustments will be made in 1998 and 1999, but the amount paid could be limited because of funding. The Budget office is reviewing how the city currently budgets for salaries, which is at the top of the range. Gail Shellberg reported that he attended the August 4, City Council meeting and that Council seemed to be pleased with the pay plan. Discussion on how the City budgets personnel costs and questions about budgeting at the maximum salary range. Some concern about budget accountability and the appearances of "hiding money". III. Performance Reviews Gail suggested that the Personnel Board draft a letter to the City Manager recommending managers conduct performance reviews on a regular basis. He stated that with every personnel board hearing the lack of reviews is a concern because of the lack of documentation. Jim Swails commented that it's difficult to have a performance based pay system when performance reviews aren't conducted. Supervisors should be held accountable for conducting reviews. Ginny Riley said that the Larimer County requires reviews in order for an employee to get an increase. Dana said that some departments give increases based on skills and meeting certifications while other departments are not as structured. There is a need to have some consistent measurements and an incentive to have reviews completed as well as consequences if reviews are not conducted. In addition, it should be a requirement that copies of reviews be sent to the Human Resources Department. It creates a problem for the Personnel Board in hearings to have no documentation in the form of performance reviews. Ron Uthmann said that PFA conducts performance reviews based on skill levels. Firefighters are tested and paid on their level. Bob Vouk said he had a publication from Watson Wyatt that covers performance review criteria and he would check to see if there was any information about public sectors. Board members felt strongly that supe isors should be held accountable and do evaluations for their employees. All N�O� "Vtion forms should have the original evaluation attached, otherwise it doesn't get processed. Board members felt the City hasn't "put the teeth in it" and the Board gets the appeals. Personnel Board Minutes, September 15, 1998 Page 3 Gail Shellberg asked the Board if a letter to the city manager supporting performance evaluations would be helpful. Board members agreed it would be. Dana will write a draft letter for the Board's review and comments. IV. Employee Appeal The appeal has been scheduled for 8:30 a.m. on Monday, September 21, 1998. Jim Martell will serve as the Board's attorney. If the employee doesn't show up for the hearing, then the Board will proceed with the hearing for the record and bring closure to the issue. To date, the employee has not provided a formal request for a settlement. V. Minutes The minutes from the July 21, 1998 meeting were approved as written. VI. Next Meeting The next regularly scheduled meeting will be Tuesday, November 17, 1998 at noon. VII. Adjourn There being no further business, the meeting was adjourned at 1:40 p.m.