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HomeMy WebLinkAboutPersonnel Board - Minutes - 11/19/2002PERSONNEL BOARD MINUTES November 19, 2002 12:00 P.M. Fire Station 10 2067 Vermont Drive Council Liaison: Ray Martinez, Mayor Staff Liaison: Rick DeLaCastro, Human Resources Director Board Chair: Valerie Remington Board Members Present: Valerie Remington, Gail Shellberg, Peter Shostak, Board Members Absent: Jim Alderden, (excused) James Lyall (excused) City Staff Present: Rick DeLaCastro, Human Resources Director Joan Busch, Admin Support Supervisor (Recorder) Others Present: Ron Uthmann, Division Chief, Poudre Fire Authority I. Call to Order Chair Valerie Remington called the meeting to order at 12:15 p.m. A quorum was determined. II. Minutes Minutes from the September 17, 2002 meeting was reviewed. Gail Shellberg moved that the minutes be approved as written. Peter Shostak seconded and the motion passed unanimously (3-0). III. Executive Session Guidelines Greg Tempel, Assistant City Attorney presented information and guidelines regarding executive sessions and the Colorado Open Meetings Act. Greg advised that the Board must always begin with a regular open meeting and then enter a motion to go into executive session. The Board may only go into an executive session when it is relevant to the Board's function. The executive session must be tape recorded and the tape is retained for 90 days. The tape is confidential and the only way it could become public is if someone files a petition with the district court and then the tape is reviewed by the judge. Greg Tempel advised that the City of Fort Collins has intergovernmental agreements with other cities and the Board could use one of the other city attorneys to serve as their attorney for a hearing. Personnel Board Minutes November 19, 2002 Page 2 of 3 Peter Shostak moved that prior to each Personnel Board hearing that the Board's attorney routinely receive a copy of the handouts Greg Tempel has provided which include "Personnel Board 21-28 Functions" and Open Meetings guidelines. Gail Shellberg seconded the motion. Motion passed unanimously (3-0). IV. Work Plan - 2003 Rick DeLaCastro advised the Board that their 2003 Work Plan is due to the City Clerk's office by November 30. Rick provided copies of the Board's 2002 Work Plan as a guideline and asked the Board for changes and comments. Peter Shostak moved to include in the work plan that the Board meet with the City Manager not less than annually. Gail Shellberg seconded. Motion passed unanimously (3-0). Peter Shostak stated, for the record, his concern that this work plan does not have measurable objectives. Gail Shellberg moved to approve the proposed 2003 Work Plan as drafted. Peter Shostak seconded. Motion passed unanimously (3-0). V. Budget Update Rick DeLaCastro announced that at the City Council meeting tonight the agenda includes the second reading of the 2003 budget. Due to revenue shortfall the 2003 Pay Plan will be delayed until December 8, 2003. This will result in $1.85 million in payroll savings. Employees who are not at the maximum of their pay range will be eligible to receive merit and skill increases. Two-thirds of the City's employees are at the maximum of their pay range and will not be eligible for increases. At the direction of the City Manager, benefits premiums will continue at the 2002 rates, with the exception of individuals on COBRA and retirees. Currently, there are no plans for layoffs, however, there has been a reduction in hours for hourly employees. VI. Job Evaluation System Rick DeLaCastro briefly reviewed the process used for evaluation of jobs. The City Manager will conduct an "Issues and Answers" meeting on December 10, 2002 with all employees to explain the process. Employees whose jobs are moving either up or down in the pay plan will be notified individually. If a job is moving down in the pay plan, the employee's pay will be frozen until it catches up with the pay grade. If an employee's job is moving up in the pay plan, then it will move proportionately. Rick advised that we now have a standardized system in place to evaluate future jobs. Personnel Board Minutes November 19, 2002 Page 2 of 3 VII. Other Business • Rick DeLaCastro advised that there could be an employee appeal coming as a result of a termination. ■ Gail Shellberg requested that the 2003 meeting dates be included with the meeting minutes. • k0rn Wkrykann lnUik� 4/4c hard % foLcr �rrS�ad�a„ al i4u Coon clution 0� 'Me fPetf:Aq, VIIL Adjourn There being no further business, Peter Shostak moved to adjourn the meeting. Gail Shellberg seconded. Motion passed unanimously (3-0). Approved.�ov Q v�r �7D� Valerie Remington, r Personnel Board 2003 Monthly Meeting Schedule Meetings are held the 3rd Tuesday every other month. Meeting time is Noon to 1:30 p.m. Generally, meetings are held at 215 N. Mason St. Conference Room 2-D. Changes in meeting location will be announced. January 21 March 18 May 20 July 15 September 16 November 18