The URL can be used to link to this page

Home My WebLink About11-30-2022 PB Agenda PacketCity of San Luis Obispo, Agenda, Planning Commission All comments submitted will be placed into the administrative record of the meeting Agenda PERSONNEL BOARD PERSONNEL BOARD AGENDA November 30, 2022 / 5:30 PM Human Resources Dept. Conference Room, 994 Mill St., Suite 200, San Luis Obispo, CA 93401 The City of San Luis Obispo has returned to in-person meetings. Zoom participation will not be supported. For those attending in-person, City facilities will be at limited capacity and masks are strongly recommended. INSTRUCTIONS FOR PUBLIC COMMENT: Public Comment prior to the meeting (must be received 3 hours in advance of the meeting): Mail - Delivered by the U.S. Postal Service. Address letters to the City Clerk's Office at 990 Palm Street, San Luis Obispo, California, 93401. Email - Submit Public Comments via email to advisorybodies@slocity.org. In the body of your email, please include the date of the meeting and the item number (if applicable). Emails will not be read aloud during the meeting. Voicemail - Call (805) 781-7164 and leave a voicemail. Please state and spell your name, the agenda item number you are calling about, and leave your comment. Verbal comments must be limited to 3 minutes. Voicemails will not be played during the meeting. *All correspondence will be archived and distributed to members, however, submissions received after the deadline will not be processed until the following day. Public Comment during the meeting: Meetings have returned to an in-person format. To provide public comment during the meeting, you must be present at the meeting location. Electronic Visual Aid Presentation. To conform with the City's Network Access and Use Policy, Chapter 1.3.8 of the Council Policies & Procedures Manual, members of the public who desire to utilize electronic visual aids to supplement their oral presentation are encouraged to provide display-ready material to the City Clerk by 12:00 p.m. on the day of the meeting. Contact the City Clerk's Office at cityclerk@slocity.org or (805) 781-7100. Personnel Board Agenda for August 24, 2022 Page 2 Wednesday, November 30, 2022 5:30 p.m. REGULAR MEETING CALL TO ORDER Chair Calvin Stevens ROLL CALL : Board Members Judy Groat, Keith Dunlop, Linda Mielke, Vice Chair Jill LeMieux, and Chair Calvin Stevens PUBLIC COMMENT: At this time, people may address the Committee about items not on the agenda. Persons wishing to speak should put their name and topic in the questions box. Comments are limited to three minutes per person. Items raised at this time are generally referred to staff and, if action by the Committee is necessary, may be scheduled for a future meeting. CONSIDERATION OF MINUTES 1. Minutes of the Personnel Board Meeting of August 24, 2022. BUSINESS ITEMS 2. Discuss Priorities and Goals for the 2023-2025 Financial Planning Process (Domini, Roltgen) ADJOURNMENT The next Regular Personnel Board Meeting shall be held on an as needed basis. The public will be given notice of this meeting at least 72 hours in advance. The City of San Luis Obispo wishes to make all of its public meet ings accessible to the public. Upon request, this agenda will be made available in appropriate alternative formats to persons with disabilities. Any person with a disability who requires a modification or accommodation in order to participate in a meeting should direct such request to the Human Resources Department at (805) 781-7250 at least 48 hours before the meeting, if possible. Telecommunications Device for the Deaf (805) 781-7410. Meeting audio recordings can be found at the following web address: http://opengov.slocity.org/WebLink/Browse.aspx?id=26763&dbid=0&repo=CityClerk DRAFT Minutes – Personnel Board Meeting of August 24, 2022 Page 1 Minutes - DRAFT PERSONNEL BOARD Wednesday, August 24, 2022 Regular Meeting of the Personnel Board CALL TO ORDER A Regular Meeting of the San Luis Obispo Personnel Board was called to order on Wednesday, August 24, 2022 at 5:28 p.m. by Chair Dunlop with all Members present. OATH OF OFFICE City Clerk Purrington administered the Oath of Office to Board Member Linda Mielke. ROLL CALL Present: Board Members Judy Groat, Jill LeMieux, Linda Mielke, Vice Chair Calvin Stevens, and Chair Keith Dunlop Absent: None Staff: Human Resources Director Nickole Domini, Human Resources Manager Brittani Roltgen and City Clerk Teresa Purrington PUBLIC COMMENT ITEMS NOT ON THE AGENDA None --End of Public Comment-- APPROVAL OF MINUTES 1. Consideration of Minutes of the Regular Personnel Board Meeting of May 13, 2021. PUBLIC COMMENT None --End of Public Comment-- ACTION: UPON MOTION BY BOARD MEMBER JILL LEMIEUX, SECONDED BY BOARD MEMBER CALVIN STEVENS, CARRIED 5-0, the Personnel Board approved the Minutes of the Regular Personnel Board Meeting of May 13, 2021, as presented. DRAFT Minutes – Personnel Board Meeting of August 24, 2022 Page 2 BUSINESS ITEMS 2. Overview of the Personnel Board’s Role Human Resources Director, Nickole Domini and Human Resources Manager, Brittani Roltgen provided a PowerPoint presentation and responded to Board Member inquiries. Public Comment None --End of Public Comment-- ACTION: No action taken of this item. 3. Update on Human Resources Department Accomplishments and Priorities Human Resources Director, Nickole Domini and Human Resources Manager, Brittani Roltgen provided a brief presentation and responded to Board Member inquiries. PUBLIC COMMENT None --End of Public Comment-- ACTION: No action taken of this item. 4. Chairperson Election Select a Chairperson to serve a one-year term. Pursuant to the bylaws, a Chairperson and Vice-Chairperson will be elected at the first meeting of alternate calendar years to serve two- year terms. The Chair and Vice-Chairperson have not been selected since April 2019. Public Comment None --End of Public Comment-- ACTION: UPON MOTION BY BOARD MEMBER KEITH DUNLAP, SECONDED BY JILL LEMIEUX CARRIED 5-0, to elect Calvin Stevens as Chairperson to serve a one-year term. 5. Vice Chairperson Election Select a Vice Chairperson to serve a two-year term. Pursuant to the bylaws, a Chairperson and Vice-Chairperson will be elected at the first meeting of alternate calendar years to serve DRAFT Minutes – Personnel Board Meeting of August 24, 2022 Page 3 two-year terms. The Chair and Vice-Chairperson have not been selected since April 2019. Public Comment None --End of Public Comment-- ACTION: UPON MOTION BY BOARD MEMBER CALVIN STEVENS, SECONDED BY JUDY GROAT, CARRIED 5-0, to elect Jill Lemieux as Vice Chairperson to serve a two-year term. ADJOURNMENT The meeting was adjourned at 6:20 p.m. APPROVED BY THE PERSONNEL BOARD: XX/XX/2022 City of San Luis Obispo, Human Resources, 990 Palm Street, San Luis Obispo, CA, 93401-3249, 805.781.7250, slocity.org DATE: November 28, 2022 TO: Personnel Board FROM: Nickole Domini, Human Resources Director SUBJECT: Personnel Board Input into Council Goal setting and the Financial Plan / Budget Process Background Every two years the City adopts a budget and financial plan. To prepare for the budget process, all City departments and advisory bodies are asked to provide input to Council on major city goals for the next two years. The City Council then uses this information, along with public comment and other input, to set community priorities and allocate resources to accomplish the most important City goals. Why involve advisory bodies in the goal-setting process? Advisory body members provide important input because they are recognized as representatives of the community, committed to the long-term best interests of the City. And they are close to the “pulse” of the community in terms of their specific area of interest. Other key points as we embark on this goal setting process are: 1. The Council is seeking advisory body input focused on the purview area of the advisory body. 2. Advisory body input is highly valued by the Council and the staff. 3. Goals can include completing projects from a previous work program. 4. Identifying priorities implies recommending fewer rather than more goals to the Council. At the November 30th Personnel Board meeting, you will be asked to provide input on the Council Goal-Setting process. In preparation for the November 30th meeting, I’ve included the Advisory Body goals from the 2019-21 budget cycle for your reference, as well as the goal setting template, and a document briefly summarizing the City’s commitments, fiscal outlook, and goal-setting parameters for the 2021-23 Financial Plan. In past years, the Personnel Board has not been consistently asked to weigh in on Council goal setting as the purview of this advisory body is providing a forum for which both sides of an issue may be heard (e.g. employee grievance, employee discipline, council censure). However, given the continued dialogue regarding diversity, equity, and inclusion and the increased volatility of staff transitions, staff thought it appropriate to convene the Personnel Board for input and discussion on Council goal setting. The Process At the next Personnel Board meeting on November 30th 2022, staff will introduce the budget process and advisory bodies’ role in it. As time permits, the Committee should then begin reviewing the 2021-2023 goals and make recommendations for any changes or revisions for Page 2 of 2 2023-25 goals. During past goal-setting sessions, the Personnel Board has generally followed the steps below. Goal-setting steps: 1. Review and understand goal setting and City Financial Plan/Budget Process 2. Review Advisory Body Goal Input 3. Identify new goal(s) for possible inclusion 4. Identify activities which may require additional resources to accomplish. This may include references to possible community partnerships or outside funding sources. The Personnel Board will establish goals for the next two years and should discuss how these goals relate to important Council goals and at the same time, consider the fiscal context for the goal setting process, including resources needed to accomplish the task. What’s Next? On November 30th, 2022, Personnel Board will discuss, establish, and approve goal input to Council. Advisory body goals are due to Finance by December 9th, 2022. Staff will be providing an overview of Human Resources’ involvement in Major City Goals as well as key internal factors to consider when establishing goals to recommend to the Council. Attachments A. Advisory Bodies Consolidated Goals B. Advisory Bodies Goal Template C. Goal Setting Parameters 2021-23 Financial Plan Proposed Goals & Objectives Personnel Board Background The Personnel Board requests the City Council consider the following goals for the 2021-23 Financial Plan. Goals: 1. Diversity, Equity, and Inclusion (DEI) The city is committed to policies, practices and structures that support the well-being and empowerment of all residents, marginalized communities, and its employees. a) More fully utilize the expertise of the Personnel Board in providing input and oversight into organizational DEI policies, programs, and practices. b) Ensure sufficient resources (staff, consultant, and budgetary) are provided to support best practices in DEI in hiring, training, and promotional policies, practices, programs. 2. Fiscal Sustainability Engaged employees result in reduced turnover, avoid costs, and provide high level programs and services to the community. COVID 19 has impacted employees, their families, and work practices in many ways. a) Support employee engagement, wellness, and resiliency through various avenues including employee surveys, adaptation of work polices established during the COVID 19 pandemic, and resources that support employee mental health. b) Ensure appropriate resources are allocated for the above in the 2021-23 Financial Plan. 2023-25 Financial Plan Proposed Goals & Objectives Personnel Board Background [Please provide background narrative for your goals] Goals 1. Goal #1 [Please provide narrative detailing goal] Please provide as many goals as seem reasonable considering that resources are limited. Advisory Bodies 2023-25 Financial Plan Goal Setting Parameters 1 San Luis Obispo is committed to… Good Fiscal Management Public Engagement Quality Services 3 Policy Context Section 802. Annual Budget Section 803. Public Hearing on the Budget Financial Plan Objectives Two-Year Budget City Charter Adopted Budget Policies Second Year Budget Links resources to identified community needs and Council goals. Establishes program policies and goals. Reinforces the importance of long-range, strategic planning. Promotes more orderly spending patterns. Reduces time and resources allocated to budget preparation. Council will review progress during the first year and approve appropriations for the second fiscal year. City Manager shall send to the Council a careful estimate of the amounts required for business and proper conduct of all departments/offices. Council shall hold a public hearing on the proposed budget at which interested persons desiring to be heard shall be given such opportunity. June 1, 2021, Presentation slide 5 A look -back on 2021 -23 Financial Plan Objectives Adopted Major City Goals: 4 Mid-Year Highlights Challenges at FY beginning Opportunities at mid-year Continued Economic Uncertainties with Labor Market and Supply Chain Challenges Improved economic outlook provides opportunity to address labor market challenges and address community needs Fiscal Health Response Plan Goals on hold Portion of ARPA funding will backfill lost revenue due to Covid and allow for investment into critical infrastructure Emerging Community Needs CalPERS scheduled pre -payments set aside during Covid. The City is now in a financial position to make payments 5 Proceed with Caution Delta and Omicron Variants Inflation, Labor Shortages, Supply Chain Issues 6 General Fund –Balanced Budget $- $20 $40 $60 $80 $100 $120 $140 2021-22 Budget 2022-23 Budget Projected 2023-24 Projected 2024-25 Projected 2025-26MillionsTotal Revenue Total Expenditures $2,095,000 $2,994,000 $2,028,000 $252,000Undesignated Fund Balance 2022-23 Proposed Budget $301,000 <0.3% of overall budget Overall Financial Forecast 7 All funds are in good financial standing based on current assumptions and recommendations Forecasts do not assume a recession, but a cooling of current economic activity Make sure operating resources are adapting to unprecedented conditions and expanded Capital Improvement Plan Investment into the community in ongoing services, programs, and infrastructure Allocation of resources to advance Major City Goals $13.5 million in State & Local Fiscal Recovery Funds through the American Rescue Plan Act over a two -year period. Forecasting longer -term assumptions are challenging and subject to continued adjustments and change. 8Considerationswhen setting goals: Changes in Economic Conditions Further CalPERS Adjustments Long-term Environmental & Fiscal Sustainability Investment into Infrastructure Diversity, Equity, Inclusion (DEI)Climate Action Plan Goal Setting Parameters 1.Consider uncertainty regarding the long -term impacts from COVID19 2.Consider increased costs to fund required infrastructure maintenance 3.Advancing Fiscal Health Response Plan objectives 4.New projects and services will require trade -offs with current core services (Revenue generating new services excluded.) 5.Goal setting through the lenses of Diversity, Equity, and Inclusivity 9 Goal-Setting & the Budget Process The proposed Financial Plan Calendar will be presented to Council on 10/04/22 QUESTIONS? 11 We are available to talk to you and your advisory body and respond to questions. Natalie Harnett Principal Budget Analyst nharnett@slocity.org Brigitte Elke Finance Director belke@slocity.org