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Home My WebLink AboutAgenda - Mail Packet - 8/16/2022 - Memorandum From Teresa Roche Re: Materials For August 15 Council Compensation Committee Meeting Human Resources Department 215 N. Mason, 2nd Floor Fort Collins, CO 80522 970.221.6535 DATE: August 11, 2022 TO: Mayor and City Councilmembers FROM: Teresa Roche, Human Resources RE: Materials for August 15 Council Compensation Committee Meeting _____________________________________________________________________ I hope all are well. Attached to this memo are: • The agenda for the August 15, 3:30 pm to 4:30 pm Zoom meeting for the Council Compensation Committee meeting. • The draft minutes from the July 18 Compensation Committee meeting. Please know the September 18 Committee meeting has been canceled. If you have any questions, please let me know. TR Human Resources 215 N. Mason Street Fort Collins, CO 80522 970.221.6535 AGENDA Compensation Policy Committee August 15, 2022, 3:30 p.m. MDT Zoom Meeting +1 720 928 9299 Call In Meeting ID: 924 6972 2781 https://fcgov.zoom.us/j/92469722781 This information is available in Spanish or other language at no cost to a person who would like this information translated to or communicated in Spanish or other language. Please call 416-4254 or email titlesix@fcgov.com to make a request for information in other languages. Esta información está disponible en español u otro idioma, sin costo para la persona que le gustaría esta información traducida o comunicada en español u otro idioma. Favor llame al 416-4254 o envíe un correo electrónico a titlesix@fcgov.com para solicitar información en otros idiomas. Auxiliary aids and services are available for persons with disabilities. TTY: please use 711 to call 970.416.4254. Committee Members: Councilmember Susan Gutowsky, District 1 Councilmember Julie Pignataro, District 2, Chair Councilmember Shirley Peel, District 4 City Staff Members: Teresa Roche, Human Resources Executive Carrie Daggett, City Attorney Kelley Vodden, Director, Total Compensation Melanie Clark, Executive Administrative Assistant • Call Meeting to Order • Approve Minutes from July 18, 2022 • Discussion Items: o Performance Management Process for Council Appointed Employees Continued  Annual Evaluations on 11/22/22  RFP for Consultant Submission Deadline August 19 at 5 pm o Schedule of Future Topics and Timing of Meetings  September 19 Meeting Cancelled • Adjournment Next Meeting: August 15, 2022 Past Meeting Topics • December 2021: Committee Identifies 2022 Schedule of Topics and Meeting Cadence • January 2022: Highlights from Child Care Benefits Exploration Study • February 2022: Discuss updated analysis on Council Pay and Benefits • March 2022: Review of the performance management process for Council appointed employees • April 2022: Review updated Council pay and benefits analysis • May 24: Cost of Living Analysis • July 18 Performance Management Process Upcoming Meeting Topics • 2022: Possible Budget assumptions on Compensation and Benefits; Internal compensation analysis, pay equity study, total compensation market analysis for Council appointed employees, childcare benefit BFO offer. Bike Rack Issues • Council onboarding 2023 There are three or more members of the 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. Compensation Policy Committee July 18, 2022, 3:30 – 4:30 p.m. Meeting Minutes Members in attendance: Councilmember Susan Gutowsky; Councilmember Shirley Peel; Councilmember Julie Pignataro Staff in attendance: Kelly DiMartino, City Manager; Teresa Roche, Human Resources Executive; Carrie Daggett, City Attorney; Kelley Vodden, Director of Compensation, Benefits and Wellness; Rupa Venkatesh, Assistant City Manager; Melanie Clark, Executive Administrative Assistant The Compensation Policy Committee (Committee) meeting was held on July 18, 2022, virtually through a Zoom webinar. Agenda • Call Meeting to Order • Approve Minutes from May 24, 2022 • Discussion Items: o Performance Management Process for Council Appointed Employees o Annual Evaluations on 11/22/22 o Schedule of Future Topics and Timing of Meetings • Adjournment Next Meeting: August 15, 2022 The meeting began at 3:32 p.m. Councilmember Shirley Peel motioned to approve the July 18, 2022, minutes. Councilmember Julie Pignataro seconded the motion. Minutes were approved. Based on the committee dialogue in March 2022, the committee agreed to return to the topic related to the performance management process of their three Council-appointed employees. The annual evaluations are scheduled for November 22, 2022, and decisions about the process need to be made by mid-September to ensure all unfolds well. This dialogue intended to find a way to navigate what needs to remain the same for the employees and what needs to transform to reflect this Council’s intentions. There was also an agreement to codify the process in the 2023 Council onboarding guide, just as the last Council committee did for the 2021 guide. The following topics were discussed. • Frequency and timeline of performance discussions in 2023. • There was an agreement to schedule a performance dialogue two times a year. • The biggest concern is when a new Council comes on board during an election year; it is challenging to do an evaluation mid-year. This concern may be moot if the timing of the election changes to November. If not, more must be done in onboarding to prepare new Councilmembers. • There is not an expressed need to act on the earlier thought about quarterly check-ins as Councilmembers meet at least monthly with the City Manager and City Attorney. The reports from the Chief Judge provide relevant information to the Council. • Use a facilitator to interview the Council and write the annual performance summaries for two or all three employees. • There was an agreement to work with a facilitator, and the following ideas were shared: • Councilmember Peel suggested we begin with a few open-ended questions before the specific questions are asked, such as: what is your feedback in general, and what concerns might you have? She also questioned the possibility of a survey with ratings so the Council could see emerging trends—a best of both worlds of dialogue and a survey to get a fuller view that their employees could also complete. • Councilmember Pignataro and Gutowsky suggested we consider a different facilitator. • Councilmember Pignataro wondered about the possibility of the ratings being done by each Councilmember yet not shared. • There was an agreement to ask the chosen facilitator to offer ideas, including a dialogue on which questions to ask for the evaluation. • There was a discussion about the pros and cons of finding a local facilitator. • There was support for having a facilitator for the annual evaluation dialogue session. • Discussion on what materials their employees should prepare for the mid-year and annual evaluations. • Councilmember Gutowsky stated what is happening now is great. • Councilmember Pignataro agreed and said, “less is more.” • Councilmember Peel said a self-rated survey would be helpful in addition to the summary and suggested limiting the evaluation questions to five. • What else do Councilmembers need to evaluate the performance of your employees and coach and develop them? • There was an agreement to schedule a development session on how to give feedback and coach others before November, making it optional to attend. • There was a strong sentiment expressed to build more into the onboarding process for Councilmembers, such as providing a position description and other information from the three employees. There was also a suggestion to have an onboarding session focusing on this topic where guidance is provided ahead of time for what is important to evaluate. • Questions still to be discussed: • Market analysis of the employees’ pay ranges and discussion of merit increases—new ways to do this part of the process? • How to onboard new Councilmembers in 2023? What else needs to be considered besides what was mentioned in the July 18 meeting? • What will happen in the RFP process to select a new consultant?