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HomeMy WebLinkAboutPersonnel Board - Minutes - 09/18/2001PERSONNEL BOARD MINUTES September 18, 2001 12:00 p.m. Council Liaison: Ray Martinez, Mayor Staff Liaison: Rick DeLaCastro, Human Resources Director Board Chair: Chuck Washington Telephone: 970/221-6845 Telephone: 970/226-5493 A regular meeting of the Personnel Board was held on Tuesday, September 18, 2001, in the Civic Center Office Building in Conference Room 2D. Board Members Present: Jim Alderden, Gail Shellberg, Valerie Remington and Chuck Washington City Staff Present: Rick DeLaCastro, Human Resources Director Vicki Czaplewski, Administrative Secretary Other Staff Members Present: Ron Uthmann, Battalion Chief, Poudre Fire Authority Special Guest: John Fischbach, City Manager Meet with City Manager, John Fischbach Rick DeLaCastro opened the meeting by introducing the City Manager, John Fischbach. Rick explained that John was attending so the Board could get feedback from John on his expectations of them. John stated that the Personnel Board was one of the most helpful Boards in the City and that they performed their work quietly and efficiently. He feels that it is important that the Board and the City Manager have a closer relationship. John had a list of items that he would like the Board to work on with him. • Job Evaluation System —He would like the Board to look at the job evaluation system and to work with the Human Resources Department to help ensure clear communication with employees and a smooth transition to this system. • Changes to Health and Other Benefits — John feels that the education of employees regarding the changes to the health insurance plan seems to be going well so far. A video was made to help get the word out to employees who were not able to attend a City wide meeting. John would like advice from the Board regarding future changes in benefits that will help to bring those offered by the City in line with other comparable communities and organizations. Unions — John feels that open communication is the key with the workforce and that unions do not encourage this open communication and negotiation. He feels that Coffee Talks, Issues & Answers and other forms of communication are the key to making unions unnecessary. Chuck Washington said that communication, especially from supervisors, is the key to deterring unions. The City needs to train supervisors to think union free • Training Program — In January, the City is kicking off a new training program. There has not been a formal training program in the City for approximately four years. However, the Human Resources Department has done a good job with training sessions such as the Supervisor's Series. • Employee Recognition — John explained this event is open to all employees and attendance has been good. Events such as Employee Recognition, Safety Fair, Health Fair, Picnic and the United Way give employees a chance to meet each other and to be part of the "family." The Board will be invited to these events. Chuck suggested that other ways to increase communication could be through brown bags, group meetings, and department meetings without the supervisor. He stressed the need to make sure supervisors and department heads attend functions. Valerie Remington asked if the City was going to do an employee survey this year. John told her one will be done. She also asked if supervisors could instantly reward employees. John explained that the City has a plan where employees can get a week's vacation, for example. Some departments have awards with verbal recognition for an exceptional job done. Police Services has their own recognition ceremony annually. Gail Shellberg asked what is the City Manager's perception of the responsibilities of the Personnel Board. John said it was to advise him and give input in the areas previously mentioned. Chuck suggested having an annual meeting with the City Manager. Jim Alderden replied that perhaps there was no need to have a meeting with the City Manager unless there was a specific need. Jim said the Board appears to be operating well; however, there appears to be some disagreement on what the role is. Some feel it should be a driving force or decision making body behind the policies; some feel it should be advisory or as a sounding board. Gail mentioned he has a concern about the Board not being consulted from the onset of projects and only receiving final products. He is concerned that the Board is not being given the opportunity to give input into the processes that Human Resources is going through. The Board is not hearing as many personnel actions as it used to. Rick explained that a few years ago the Policies were changed and now fewer issues can be appealed to the Board. That leaves the Board with more time to do other work. That brought up the question of how to fill the time and is it necessary to have a regularly scheduled meeting. Again, Gail noted that the Board needs to have information from Human Resources in advance so they can discuss and take action as needed. Chuck asked John how he found out about what is on an employee's mind. John told him he has coffee talks, e-mail, an open-door policy, and Issues & Answers. He said employees are not bashful and seem very willing to approach him. Chuck said we need to explore other ways for employees to open up, too. John closed in saying that he appreciates the contribution made by this Board. 2. Brainstorming The Board felt that this agenda item was covered in the meeting with the City Manager. 3. Update on the Job Evaluation Project Rick explained that there were training sessions scheduled to educate employees on what the Job Evaluation system is and how to fill out the forms; unfortunately, it had to be rescheduled because of administrative issues. Rick handed out copies of the handouts from Issues & Answers. He said the next step is to collect information on each of the factors mentioned. He explained market data and job analysis, and that all jobs will be tied to the market data. He said that the new pay plan will be implemented on the second paycheck in January. This will go for approval to City Council on November 20 and have a second reading on December 18. Gail mentioned that this is a process that the Board should have been involved in from the beginning. Jim made a motion, it was seconded and carried unanimously for the Board to have a special meeting on October 9 to review the information. It will be from 12:00 p.m. to 1:30 p.m. in the Conference Room 2D at 215 N. Mason Street. This meeting will replace the November meeting unless there is additional work to be done. Chuck said it is the goal of the Board to find out what data went into the process and how conclusions were made. This is an opportunity to be part of the process. 4. Minutes/Agenda The original minutes from the last meeting were approved. There were concerns regarding a single Board member editing the minutes. Rick explained to the Board that Joan Busch types the minutes and that he reviews them before being sent out to members. The Board agreed that the minutes should be approved or edited by Board members at a Personnel Board meeting. Gail moved to approve the original minutes from the July 17, 2001, meeting. Chuck seconded and the motion was carried unanimously. Jim Alderden left before the vote. 5. Adjourned There being no further business, the meeting was adjourned at 1:35 p.m.