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Home My WebLink About09-17-2020 PB Staff Presentation09‐17‐2020 Staff Presentation 1 Personnel Board: Attendee Participation Open and close your control panel using the orange arrow Join audio: •Choose Mic & Speakers to use VoIP •Choose Telephone and dial using the information provided Your Participation •Please submit your name and Item #in the Questions panel •When Public Comment is opened for the Item your name will be called and your mic unmuted Public Comment Personnel Board September 17, 2020 Public Comment: • Verbal Public Comment Participants of the webinar: • Submit a ‘question’ that includes your name and item number (or public comment) for the item you would like to speak on. • Once public comment for the item is called, your microphone will be unmuted and you will have three minutes to speak. • You can also click the “Raise Hand” icon to signal that you would like to speak. 1 2 09‐17‐2020 Staff Presentation 2 Annual Personnel Board Meeting September 17th, 2020 5:30pm Personnel Board Members Judy Groat (03/19/19 – 03/31/23) Calvin Stevens – Vice Chair (11/7/17 – 03/31/21) Louis Justice (03/20/18 – 03/31/22) Keith Dunlop – Chair (3/19/19-3/31/23) Jill Limieux (8/19/20 – 03/31/21) 3 4 09‐17‐2020 Staff Presentation 3 Agenda Approval of Minutes Overview of the Personnel Board’s Role Update from the Human Resources Department Agenda Item 2: Overview of the Personnel Board’s Role A forum for hearing both sides of unresolved employee grievances and disciplinary matters (other than public safety) Bring to light all pertinent information Give parties an opportunity to state their views Make recommendations to Council Council Censure Policy 5 6 09‐17‐2020 Staff Presentation 4 Grievance Procedure Employee discusses concern with supervisor’s supervisor Employee files grievance Department Head reviews and decides Employee can appeal to City Manager (CM) Director of Human Resources (HR) investigates and provides input to CM CM decides Employee (other than Police or Fire) appeals to Personnel Board Discipline Procedure (non-safety) Discipline of non-safety employee (demotion, suspension greater than five days, reduction of pay, or removal) Employee appeals to Department Head Department Head decides Employee appeals to Personnel Board Personnel Board holds a hearing – open or closed – depending upon employee Personnel Board makes recommendation to Council 7 8 09‐17‐2020 Staff Presentation 5 Performance Management Approach How do we set employees up for success? Provide training, constructive feedback at regular intervals, and opportunity to learn from mistakes. City of San Luis Obispo Code of Ethics states “Disciplinary action generally does not follow an occasional error in judgment which occurs in good faith and is unintentional. However, misconduct, dishonesty, and fraud shall be the basis for severe disciplinary action, including removal for cause.” Pre-Disciplinary Performance Management Tools Coaching Annual Performance Appraisal Training and assistance provided to supervisors Any item that is rated not meeting expectations is reviewed by HR Performance Improvement Plans Developed to address ongoing gap in performance Includes specific objectives to improve performance, training, and regular feedback on progress from supervisor Developed in conjunction with HR 9 10 09‐17‐2020 Staff Presentation 6 Disciplinary Action City of SLO Municipal Code Section 2.36.320 Discipline for misconduct, incompetency, inefficiency, insubordination, failure to perform duties, falsifying an oath, failure to observe rules, or a related serious offense. Discipline may include but not be limited to reprimand, demotion, removal, reduction in compensation, or suspension without pay for up to 30 calendar days in a fiscal year. City Manager must affirm demotion, suspension of more than five days, or removal Disciplinary Documentation Notice of Intent to Discipline Lays out all charges Includes all documentation on which the discipline is based Skelly Meeting (Skelly v. State Personnel Board, 1975) Pre-disciplinary due process Meet with Appointing Authority and representative 11 12 09‐17‐2020 Staff Presentation 7 Disciplinary Documentation Final Notice of Action Reiterate points from Skelly meeting. Based on Skelly information, modify or affirm discipline. Provide complete record of charges, policies, and material relied upon. Final Notice is provided, and discipline is effective. Investigations Depending on complexity may be conducted by Supervisor, HR, City Attorney, or third-party investigator. Notice of Interview Date, time, location Allegations or charges Employees have right to representation May be recorded and employee has right to a copy of it Investigative Report 13 14 09‐17‐2020 Staff Presentation 8 Investigations Findings and Recommendations Based on investigation, analyze and determine what, if any, policy violations occurred. Recommend appropriate discipline. Calibrated with other similar occurrences. Taking into account the employee’s entire record. Appointing authority reviews the entire record before issuing Notice of Intent to Discipline Entire record provided to employee Disciplinary Action - Hearing Counsel assigned to represent the Board City of SLO Municipal Code Section 2.36.350 Set date and time and notify all parties Employee chooses to have hearing in open or closed session Employee does not have to appear, but City has right to question Employee may be represented Witnesses generally excluded from hearing room except to testify 15 16 09‐17‐2020 Staff Presentation 9 Disciplinary Action – Hearing (cont) Hearing presided over by PB Chair PB decides what evidence is admissible with guidance from legal counsel At closure of meeting, PB can deliberate in executive (closed) session (with legal counsel) No later than 20 days following closure of hearing, PB must prepare findings and recommendations for Council Has the City substantiated the charges Findings based on preponderance of evidence Council Censure Policy Reprimand/discipline for council member misconduct (Violation of law or City policy). PB reviews and investigates complaint and makes recommendation to council whether or not to schedule a public censure hearing. 17 18 09‐17‐2020 Staff Presentation 10 Agenda Item 3: Overview of the Human Resources Department Priorities Department Overview 6 full-time employees 3 contract employees authorized through June 2021 Mission: Helping employees realize their full potential so they can effectively serve our community. 19 20 09‐17‐2020 Staff Presentation 11 Key Functions Recruitment and Selection Classification and Compensation Benefits Administration Performance Management Labor Relations/Negotiations Employee Development & Engagement Wellness Human Resources Information System Risk Management •Workers compensation •Liability & property claims •Health andSafety COVID-19 Support Facts and Figures 402 regular and 79 FTE temporary or seasonal employees 4 represented bargaining units 2 unrepresented employee groups Employee Support 11% average annual turnover rate 25% of employees will be eligible for retirement in the next five years 51% of regular recruitments are filled from within Recruitment and Retention 21 22 09‐17‐2020 Staff Presentation 12 Upcoming Opportunities • Council adopted Labor Relations Objectives inform negotiation Labor Negotiations • Implement recommendations from third Employee Engagement Survey • Launch Diversity, Equity, Inclusion work – trainings, internal audit, and strategic plan Employee Development & Engagement • Critical recruitments only • Effectively onboard new employees Attracting employees to public service December 2020 Fire June 2021 Police, Management, Confidential June 2023 Police Management Upcoming Opportunities • Continue work on liability and workers’ compensation claims and costs reduction Risk Management • Continue to Implement City’s first Human Resources Information System (open enrollment, talent management, learning, manager’s self service) HRIS • Increases in minimum wage to $14.00 (2021) and $15.00 (2022) • COVID -19 related legislation and safety practices Continue to monitor, evaluate, and implement regulatory changes 23 24 09‐17‐2020 Staff Presentation 13 Thank you Upcoming for the PB Input on Council Goal Setting process prior to December 15, 2020 We appreciate your service as a member of the City of San Luis Obispo Personnel Board 25