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04/09/1996 (2) i 3 i e' ?'?• CIVIL SERVICE BOARD CITY OF CLEARWATER April 9, 1996 Present: John Doran Bill Carroza Sydney Snair Wayne Brett H. Michael Laursen Leslie Dougall-Sides Gwen Legters Absent: Annette Patterson Chair Board Member Board Member Board Member Human Resources Director Assistant City Attorney Board Reporter Board Member To provide continuity, the items will be listed in agenda order although not necessarily discussed In that order. The Chair called to order the regular session of the Civil Service Board at 5:00 p.m. Minutes Approval Member Carroza moved to approve the minutes of February 13, 1996, according to written copies submitted to each member by the board reporter. The motion was duly seconded and carried unanimously. Welcome New Member -- Wayne Brett Board members congratulated Mr. Brett for being elected by the employees and welcomed him to the board. Recognition of Service Resolution -- Mary Drew Kane Member Snair moved to adopt a resolution recognizing Mary Drew Kane for her 13 years of exceptional and dedicated service on behalf of all the board members with whom she served. The motion was duly seconded and carried unanimously. It was indicated a plaque was prepared for presentation at the April 2 Advisory Board Appreciation dinner to recognize Ms. Kane's service. Mr. Laursen was asked to deliver the board's resolution and the plaque to Ms. Kane personally. Guest Comments -- City Manager Elizabeth Deptula Ms. Deptula portrayed the City administration's vision of empowering employees, according to the City Commission's statement affirming the dignity of public service and recognition of respect for employees. She said the City will be launching a program designed to allow employees more latitude, allowing them to be responsible for their actions within parameters that will be developed. Ms. Deptula felt employees will rise to the occasion when the concepts are enacted. She looked forward to a refreshing change mcso4.96 1 04/09/98 as decisions are pushed down to the lowest level possible and adults begin treating each other with respect. As suggested by former Commission Deegan, she requested the Civil Service Board bring their talents and abilities into play, acting as a sounding board to keep the program on track as it develops. Copies of the City's Principles of Operation were distributed to the board. The board commended the proposal as a valuable means of promoting more consistent leadership and accountability among staff members. Ms. Deptula said some employees who were promoted through the ranks because of good job skills may need management training. She will work with Dr. Pam Skyrme to train supervisors in management, directing, counseling and coaching skills. Discussion ensued regarding self directed work teams, developing accountability, and equipping the organization to accomplish more with the same number of workers. One member felt this approach will be effective in weeding out uncooperative personnel. Ms. Deptula agreed, stating the team will be working to correct the perception the City cannot discharge employees with unsatisfactory performance levels. Ms. Deptula invited the board to contact her with their suggestions and offered to attend future board meetings as the need arises. Mr. Laursen noted these concepts will be presented to the union later this week. Ms. Deptula left the meeting at 5:22 p.m. Presentation Positive Discipline Concepts -- Mike Laursen for Susan Highsmith F~" Ms. Highsmith was unable to attend due to a recent surgery. Mr. Laursen reported on the positive discipline concepts under review by Human Resources staff and the employee committee assigned to the project. He distributed copies of the Disciplinary Action Team Report. Mr. Laursen described how the processes for termination, appeals and grievances were streamlined through department reengineering. He explained how the employee committee, or core group, met with individual departments to gather information regarding existing procedures. They found supervisors need training in communication, expectations regarding behavior and values, and consistent application of discipline. Discussion ensued regarding examples of positive disciplinary techniques. Mr. Laursen pointed out implementation will have to be coordinated with the unions. Mr. Laursen distributed copies of a second handout titled, "Performance and/or Behavior Modification Program." He explained this is based on three components known as P.I.E., or Personal Responsibility, integrity, and Excellence. The handout defined and expanded each of these organizational values, and included a number of guidelines for dealing with employee performance and attitude through intervention, coaching, counseling, and disciplinary alternatives. Mr. Laursen said Pinellas County administrators tried a total positive discipline approach and indicated it did not work well for them. He said the City is working to modify this approach and develop an effective means of moving away from punitive discipline toward a process of treating employees responsibly. While still conceptual, he hoped for a positive response from department directors and the unions. Assistant City Attorney Dougall-Sides said she is a member of the employee committee and responded to =04.96 2 04109!86 questions at the end of the meeting. She said the focus group still is actively examining performance standards and procedures such as those outlined in the budget manual. As an example, she said the group has discussed replacing the points chart for evaluating employee suspensions. Concern was expressed with having a procedure replaced with a personal judgment. It was indicated both are needed to ensure a commonsense approach to discipline. Ms. Dougall-Sides said guidelines from other agencies are being considered. Related discussion ensued under Other Items for Board Discussion below. Mr. Laursen asked the board to review both handouts for further discussion at the next meeting. Director's Reports -- Mike Laursen a. New Employees' Pension Plan Mr. Laursen distributed copies of information on the Pension Plan as provided to the Pension Advisory Committee. The handout provides basic information about the plan and a copy of the ordinance is available upon request. Discussion ensued regarding disability pensions granted in the past and the City now reserving the right to reassign employees to different work they are capable of doing. He pointed out that some believe there are cases where people were granted disability leave and went on to strenuous or lucrative work in other fields. E' Discussion ensued regarding changes to Rule 16, related to retirees being called back `'` . to duty they are capable of doing. It was indicated the City could benefit by occasionally calling upon the years of experience offered by retirees. Mr. Laursen explained how the rule applies to people going out on disability versus Social Security. B. Vacancy Placement Process Copies of a booklet titled, "Vacancy Replacement -- A planning review process," were distributed. Mr. Laursen explained the City Manager expects department to ask questions and evaluate a vacant position before filling it. Human Resources has committed to honor requests to reevaluate positions within a few days. The City Manager will monitor the process and could ask for explanation of the review process followed by any department asking to have a position refilled as it previously existed. Old Business In response to a question, Mr. Laursen said Charyll Jones received the information she requested at the last board meeting and has not filed a grievance. Other Items for Board Discussion Mr. Laursen reported April 24, 1996 is scheduled as Bring your Daughters and Sons to Work Day. =904.96 3 04/09196 r 107) Mr. Laursen said one of his departmental goals is to review and simplify the Civil Service Rules, eliminating excessive and redundant language while still protecting employees. As an example, he referred to the seven pages of sick leave rules in the Civil Service Rules that mirror contract provisions that were previously deleted. Discussion ensued regarding other streamlining of Civil Service Rules. Member Carroza said he would like to see elimination of the rule requiring outside employment to. be at the discretion of the department heads. Mr. Laursen concurred, stating he is aware of only two instances when employees were told they could not pursue outside jobs. It was indicated the employees would be better served by lifting the restriction and providing for the department head to document and take action if conflicts arise. Copies of the new employee handbook were distributed to the board. Employees / Citizens to be Heard -- None Adjournment The meeting adjourned at 6:21 p.m. cam% 104 Attest: f oard Reporter ,R*: %NO mca04.96 ' a 04/00196 5