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HomeMy WebLinkAboutAgenda - Mail Packet - 3/30/2021 - City Council Ad Hoc Direct Reports Compensation Committee Meeting Agenda - March 29, 2021City Attorney’s Office 300 Laporte Avenue PO Box 580 Fort Collins, CO 80522 970.221.6520 970.221.6327 fcgov.com PUBLIC NOTICE COUNCIL AD HOC DIRECT REPORTS COMPENSATION COMMITTEE MEETING A meeting will be held Monday, March 29, 2021 from 3:00 p.m. - 4:00 p.m. Due to COVID-19 precautionary measures in place this is a virtual meeting only. The public access to this meeting will be via ZOOM by calling in to the information below: Please click the link below to join the webinar: https://zoom.us/j/96312007292 Or iPhone one-tap : US: +13462487799,,96312007292# or +16699009128,,96312007292# Or Telephone: Dial(for higher quality, dial a number based on your current location): US: +1 346 248 7799 or +1 669 900 9128 or +1 253 215 8782 or +1 312 626 6799 or +1 646 558 8656 or +1 301 715 8592 Webinar ID: 963 1200 7292 International numbers available: https://zoom.us/u/acs9yzCHPi For technical assistance please call: 970-221-6505 Human Resources Department 215 N. Mason, 2nd Floor PO Box 580 Fort Collins, CO 80522 AGENDA Direct Reports Compensation Ad Hoc Council Committee March 29, 2021, 3:00pm to 4:15pm Zoom Meeting +1 669 900 6833 US Call In Meeting ID 963 1200 7292 https://zoom.us/j/96312007292 Committee Members: Mayor Wade Troxell Councilmember Susan Gutowsky, District 1 Councilmember Julie Pignataro, District 2 City Staff Members: Teresa Roche, Chief Human Resources Officer Jamie Heckman, Senior Compensation Manager Joaquin Garbiso, Senior Benefits Manager Jenny Lopez Filkins, Senior Assistant City Attorney Jeanne Sanford, Paralegal • Call Meeting to Order Findings related to Ordinance Number 079, 2020: 1. Has the Mayor consulted with the City Manager and City Attorney about conducting this meeting using remote technology? 2. If so, does the Mayor determine that the meeting with all ad hoc committee Councilmembers present in person would not be prudent for some or all persons due to a public health emergency? • Public Comments (limited to approximately 2 minutes per speaker) • Review and approval of Minutes from June 30, 2020 meeting • Discussion Items: o Executive Benchmark Study Review by hrQ o Committee Next Steps • Adjournment Next Meeting: TBD There are three or more members of City Council that will likely attend this meeting. Formal action may be taken by the Committee at this meeting and the discussion of public business will occur. Therefore, the meeting is open to the public. Direct Reports Compensation Ad Hoc Council Committee June 30, 2020 4:00 pm to 5:00 pm Minutes Members in Attendance: Mayor Wade Troxell, Mayor Pro Tem Kristen Stephens, Councilmember Susan Gutowsky; Teresa Roche, Chief Human Resources Officer, Jamie Heckman, Senior Compensation Manager, Jenny Lopez Filkins, Senior Asst. City Attorney, Joaquin Garbiso, Sr. Manager Benefits, Jeanne Sanford, Paralegal. A meeting of the Direct Reports Compensation Ad Hoc Council Committee (“Committee”) was held on Tuesday, June 30, 2020, at 4:00 p.m. via Zoom meeting. Agenda: • The Committee Chairperson, Wade Troxell, after consultation with the City Manager and City Attorney, determined that the Committee will conduct this meeting in whole or in part by remote technology so as to provide reasonably available participation by members of the Committee and observation by the public, consistent with the requirements of Ordinance No. 79, 2020, because meeting in person would not be prudent for some or all persons due to public health emergency or other unforeseen circumstances affecting the City. • Public Comments (limited to approximately 2 minutes per speaker) • Review and approval of Minutes from April 29, 2020 meeting • Discussion Items: o 2020 Performance Check-In Reflections o Total Compensation Discussion • Adjournment Mayor Troxell called the meeting to order at 4:04 p.m. The Mayor stated this was a public meeting and noted no members of the public were present for the meeting. Mayor confirmed meeting would be held remotely as an in-person meeting would not be prudent due to the COVID emergency ordinance. Mayor Pro Tem Kristin Stephens made a motion to approve the April 29, 2020 Minutes. Councilmember Gutowsky seconded the motion. The April 29, 2020 Minutes were approved by unanimous consent. The 2020 performance check-in and reflections were discussed next. Chief Human Resources Officer, Teresa Roche discussed the slides and announced this Ad Hoc Committee would be coming to an end at the end of this year, 2020. All records will be d ocumented and codified for future use. Ms. Roche asked the Committee for insight on the mid -year check in and how that dialogue went for everyone. Mayor Pro Tem Stephens stated she thought it went pretty well but noted it is hard for new council members to figure out their new job as well as their relationship with the direct reports, so the first evaluation is always a little awkward for the new members; Ms. Stephens noted the process went well and smoother than previous years. Councilmember Gutowsky asked, for those who had participated in evaluations in past years, what comparisons could be made on the old way vs. new way of conducting the mid-year conversation? Mayor Pro Tem Stephens noted the timeline was mostly different as there was always a mid-year evaluation, then a session with Julia to get thoughts out, voluminous materials, but mainly the 2 year cycle was mostly different alon g with the amount of materials presented; the volume of those materials went way down. Mayor Troxell replied that there basically was no structure in the past, so now we are trying to build it into the 2 year cycle of our budget. The second year would be more on total compensation , which we never had an effective conversation on. In the past, decisions were based on total compensation which affected salary. The meeting this May was very positive and more of a conversation. Council priorities were in line with the direct report’s goals, so he felt the Committee was getting there in what the Committee was trying to do, which is to come to a healthy process and engage in conversations with our direct reports for a high performing Council. Councilmember Gu towsky added that she felt both Carrie and Darin went into the conversation with their own expectations and goals and were able to dream what they hoped to accomplish. Ms. Gutowsky said she felt more like a team in talking with them; It was inclusive and a completely different tone from past evaluations; She loved the process. Teresa Roche added Darin’s feedback from the process in saying it was his best conversation ever. Teresa Roche noted one thing could be considered, if a new council is elected in April, is to make sure mid-year evaluations to be more about what was worked on and how that aligns with goals so that by November, there would be shared expectations and goals. Ms. Roche discussed the in-coming Chief Judge and how this Committee wanted to outline her goals, plans and expectations. This Committee discussed their desire to have Jill Hueser write her goals and expectations in her employment agreement which was done. It was noted that Ms. H ueser has written up a document on her goals, plans and expectations in the short term and long term. Ms. Roche asked how Council would like to review what Ms. Heuser has worked on so far. Mayor Pro Tem replied that when she finalizes and submits that document, she would review it and see if there are any additions should would like to address. Mayor Troxell would like that document shared with leadership teams and have an alignment conversation. Would like to approach it informally at first with a number of 2x1 meetings between Council and the new Chief Judge. Teresa Roche touched on some ideas the in-coming Chief Judge has such as choosing a topic for discussion weekly for LPT, coming to Council on a quarterly basis with updates as well as collaboration meetings with stakeholders. Ms. Roche indicated she will have the Chief Judge finalize her document and then she will set up 2x1 meetings. Ms. Roche stated there were no salary increases to discuss this year for all three direct reports. Jamie Heckman discussed the other areas of total compensation this year . The Committee will review the prior peer cities work done, then look for the Committee’s guidance on what kind of analysis would be appreciated. Elements of compensation that are different for these direct reports than other City staff such as vacation and retirement contribution is at a higher level; car allowance was City Manager only. The Committee will focus on looking at the peer cities and what they offer their employees for comparison. Mayor Troxell asked how to focus on building in a retention element to this conversation. Mayor Troxell stated that Carrie and Darin are doing a great job and have been able to pivot when necessary due to COVID for which we are so fortunate. How does the city reflect that? How do we make people feel we are taking care of them long term, but not necessarily in terms of a “big raise”? Keen Garbizo stated there are definitely options to look at within the benefit package. As far are retirement compensation, there are non-qualified plans that could be looked into. Mayor Pro Tem Stephens affirmed she wanted to stay with our peer cities and is curious as to what other benefits they give that we may not. Are we doing what other communities are doing? Teresa Roche stated the Committee would keep the peer cities and would start to look at the benefit elements of those cities and should be able to share that data with Council in early fall. Meeting adjourned 4:54 pm.