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HomeMy WebLinkAboutPersonnel Board - Minutes - 09/17/2002PERSONNEL BOARD MINUTES September 17, 2002 1:00 P.M. 215 North Mason Conference Room 2-D Council Liaison: Ray Martinez, Mayor Staff Liaison: Rick DeLaCastro, Human Resources Director Board Chair: Valerie Remington Board Members Present: Jim Alderden, James Lyall, Gail Shellberg, Valerie Remington, Peter Shostak, 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 12:05 p.m. II. Minutes Minutes from the July 16, 2002 meeting was reviewed. Peter Shostak moved that the minutes be approved as written. Gail Shellberg seconded and the motion passed unanimously (5-0). III. Executive Session Guidelines Rick DeLaCastro distributed information regarding Guidelines for Executive Sessions. The Personnel Board typically goes into executive session for employee appeal hearings. Executive sessions are tape recorded and stand as minutes. Rick advised that after the Board concludes the executive session, that recommendations that occur as a result of the executive session need to be recorded in the minutes of the open meeting. Rick offered to invite Greg Tempel, Assistant City Attorney to the Board's next meeting to answer any questions that the Board may have or if members wanted more information about this process. Peter Shostak asked that the Board revisit this topic at the next meeting. IV. Boards and Commissions Recruitment Rick DeLaCastro distributed copies of a poster recruiting for boards and commissions members and information about policy changes regarding boards and commissions. A copy of the recruitment poster has been placed in the Human Resources Department. Personnel Board Minutes September 17, 2002 Page 2 of 3 V. Feedback and Review of Appeal Hearing Valerie Remington asked the Board for any comments regarding the recent employee appeal. Gail Shellberg asked if the Board could find out if their recommendation was upheld or not. Rick DeLaCastro advised that although any details regarding the outcome were confidential, he could tell them that the Board's decision was sustained by the City Manager. Peter Shostak commented that it would be nice to have this information in a timely manner and before the next Board meeting. Jim Alderden questioned if that would be burdensome to do so. Rick will contact the City Attorney's office to get their opinion on advising the Board of the City Manager's decision, and if permitted, in the future Rick will notify the Board of the City Manager's decision at the time the employee is notified. Valerie Remington asked about the recommendations the Board made regarding some of the processes that were followed. What type of action would the City Manager take? Rick advised that the recommendations were provided to staff. Peter Shostak moved that the Board draft a follow up memo to the City Manager offering the Board's assistance with the recommendations. There was no second. Peter withdrew his motion. Peter stated that is just common courtesy to hear back on the results of the Board's findings. As a volunteer is would be nice to have follow-up. Rick advised the Board that there is a potential for another appeal from an employee who was given a one week suspension. VI. Upcoming Employee Events Rick announced that the annual Employee Recognition event will be held on Thursday, October 10, 2002 at the Lincoln Center from 4:30 — 7:30 pm. Employees with milestone years of service to the organization as well as employees who volunteer in the community and employees who honor the City's Core Values will be recognized. In addition, the employee's annual Health Fair will be held on Thursday, September 19, 2002 at the Lincoln Center. Board members are invited to attend both events. VII. Other Business 1. Rick distributed a Conflict of Interest Statement and explained that if it is determined that in the role of a Board member there is a conflict of interest, then this form needs to be completed and returned to the City Clerk's office. Jim Alderden stated that every City police officer is issued a Commissioned Deputy Sheriff card giving them authority to work in the city or county. Rick said he would get the City Attorney's opinion as to whether this would be considered a conflict of interest. 2. Rick advised that a memo from the City Manager was sent to all employees regarding the budget shortfall and that the 2003 Labor Market may be delayed or not given at all. Since this memo was sent, service directors were to meet with their departments and develop strategies to reduce their 2003 budgets by 4.2%. The Human Resources Personnel Board Minutes September 17, 2002 Page 2 of 3 staff identified reduction by not filling an approved support position in the training budget and also in reducing meal allowances. Departments identified a total of $4.2 million in reductions in the general fund. 3. Rick reported that earlier today he and Amy Sharkey, Compensation Administrator met with John Fischbach, City Manager and Diane Jones Deputy City Manager to discuss the costing for the 2003 Labor Market using several different scenarios. Amy also presented information on the anticipated savings as a result of a hiring freeze. On October 18, 2002, Amy and Rick will again meet with the City Manager to discuss the cost of the Job Evaluation project. 4. Peter Shostak commented that for the record and in reference to the July board meeting, that an absent vote is not counted at all, but that an abstention is counted with the majority vote. 5. Ron Uthmann asked the Board if they would like to hold the next meeting at one of the fire stations. The Board agreed to his suggestion, therefore, the next Board meeting will be held on November 19, 2002 at Station 10 located on the corner of Vermont and Timberline. Ron advised that there is parking on the east side of the building, and the meeting will be held in the basement. VIII. Adjourn There being no further business, Peter Shostak moved to adjourn the meeting. James Lyall second. Motion passed unanimously (5-0). Approved:_ Valerie Remington, Ciair