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HomeMy WebLinkAboutPersonnel Board - Minutes - 05/20/2003PERSONNEL BOARD MINUTES May 20, 2003 12:00 P.M. 215 North Mason Conference Room 2-D Council Liaison: Ray Martinez, Mayor Staff Liaison: Rick DeLaCastro, Human Resources Director Board Chair: Peter Shostak Board Members Present: Jim Alderden, James Lyall, Valerie Remington, Gail Shellberg, Peter Shostak City Staff Present: Rick DeLaCastro, Human Resources Director Joan Busch, Admin Support Supervisor (Recorder) Others Present: John Fischbach, City Manager, Darin Atteberry, Assistant City Manager, and Ron Uthmann, Division Chief, Poudre Fire Authority I. Call to Order Chair Peter Shostak called the meeting to order at 12:05 p.m. Guests and Board members were introduced. II. Approval of Minutes The minutes from the April 2, 2003 meeting were reviewed. Gail Shellberg had one correction to the minutes. He stated that as there were only three members present at the February 25, 2003 meeting, the motion to approve the February 25 minutes should reflect that the motion passed 3-0. Gail Shellberg moved that the minutes be approved as corrected. Valerie Remington seconded. Motion passed 5-0. III. City Manager Comments Peter Shostak welcomed John Fischbach, City Manager and Darin Atteberry, Assistant City Manager to the meeting. For reference, copies of the letter to the City Manager dated April 15, 2003 from the Board supporting the current policy of compensating City employees at the 70`" percentile of the labor market were distributed. Copies of a letter dated April 8, 2003 from the Board to Rick DeLaCastro, Human Resources Director, with a copy to John Fischbach, City Manager were also distributed. This letter discussed the Board's observation and resultant recommendation of the need for additional Human Resource Management training for supervisors and managers. Peter Shostak asked the City Manager to share any comments he may have regarding the correspondence sent to the City Manager by the Board and any other feedback for the Personnel Board Minutes May 20, 2003 Page 2 of 3 Board. John Fischbach began his comments by expressing his appreciation to the Personnel Board members for their often long hours and the vital service they provide to the City. With regards to the April 15`h letter from the Board supporting the maintenance of the 70`h percentile, Mr. Fischbach stated that he supports this position and wants to maintain the current pay structure even though City employees will not have salary increases this year and perhaps not for the next two years. Mr. Fischbach stated that there is a $457 variance in average per year when comparing the 65`h and the 701h percentile. There is $1727 average per year difference from the 50`h and the 70`h percentile. A City Council study session is scheduled on May 27, 2003 to discuss benefits and compensation with Council. Mr. Fischbach advised that the Board's recommendation to maintain the 701h percentile will be presented to the City Council. Mr. Fischbach also discussed the City's Benefits plans and that it will require that funds be taken out of reserves to cover benefits costs this year. In 2004 there will be an increase in benefit premiums paid by the City amounting to $100 per month per employee. An increase in employees' contributions is also being proposed. It has been determined that Employees at other comparable cities pay 20% of their benefits premium. Mr. Fischbach stated that he considers training important. The City's Training Coordinator has been working hard to develop a comprehensive training program, and he is taking the Board's recommendation for administrative assistance to that position into account. Peter Shostak commented that the City does have a very generous benefits package. Mr. Fischbach said it would be good to have the Board's feedback on the City's benefit package. Valerie Remington asked if flexible spending was available to employees as it was a savings to employees in tax dollars. Rick DeLaCastro advised that this is available and employees are eligible to sign up during benefits open enrollment each year. Jim Alderden asked what other cities were doing with regard to benefits and compensation. John Fischbach explained that other cities are also experiencing a reduction in their revenue and that some cities such as Longmont and Loveland are not giving employee salary increases next year. Peter Shostak asked if the City sees any turn around coming for the local economy. John Fischbach said that sales and use tax was down about 2.18% this year. Mr. Fischbach stated that $4.4 million has been cut from the 2003 budget and there are no further cuts proposed for this year. Any additional funding required will come out of the City's reserves, and although there is $7 million in reserves not all of that is available to be drawn upon. There is currently a partial hiring freeze in place and vacant positions are only filled on a case -by -case basis. There will be no labor market adjustments for 2003 and no labor market or skill and merit increases for 2004 and 2005. The priority is to Personnel Board Minutes May 20, 2003 Page 3 of 3 avoid lay offs and staffing changes will be made through attrition. There will probably be some reduction in services. Peter Shostak asked if the City Manager could provide a recap of the most recent Issues and Answers. John Fischbach explained that it was basically the same information that he shared today. One additional item to share was that Service Directors were asked to gather feedback from employees on cost saving measures. Darin Atteberry, stated that from the Administrative Services employees the general feeling was that employees were willing to make some sacrifices to save jobs. There were over 500 comments and suggestions received from City employees. Peter Shostak commented that the Personnel Board's annual meeting with the City Manager is a good opportunity for feedback and asked if the Board could be contributing more or differently in the provision of services to the City. John Fischbach replied that the Board doesn't need to do anything differently and that he appreciates all the Board does. He said that most people really don't know what a contribution the Board makes. John said that he would like the Board a little more involved in the Benefits discussion. Darin Atteberry commented this was his first meeting with the Board and it has been helpful. IV. Other Business Rick DeLaCastro asked if the Board would like an update on the City's Benefits plans at the next meeting. The consensus from the Board was yes. Rick DeLaCastro said he would follow up with Vincent Pascale, Benefits Administrator for a presentation in July. Valerie Remington asked if there had been any terminations that may result in an appeal to the Board. Rick DeLaCastro advised that there were three terminations and one person may appeal the action by the City. John Fischbach acknowledged Gail Shellberg who attended the last Issues and Answers meeting and that he appreciated his attendance. Mr. Fischbach invited Board members to attend the City Council Study Session on May 27 for further discussion on Compensation and Benefits. Peter Shostak asked Joan Busch to e-mail meeting reminders to the Board. V. Adjourn There being no further business, Jim Alderden moved to adjourn the meeting. James Lyall seconded. Motion passed unanimously (5-0). Meeting adjourned at 12:55 p.m. Approved: Peter Sho ,Chair