CITY
ADMINISTRATION COMMITTEE
CITY
HALL,
WEDNESDAY,
SEPTEMBER 7, 2011
REGULAR
MEETING AGENDA
6:30 P.M.
1. ROLL CALL. Mrs. Hammond called the meeting to order at 6:30 P.M., with roll call as follows: Mrs. Hammond and Mr. Barletta were present. Mr. Wisniewski arrived at 6:36 P.M. No members were absent. Others present were Bill Vance, Lynda Yartin, Lynn Miller, Ed Drobina, Carol Carter, and others.
2. APPROVAL OF MINUTES OF August 3, 2011, Regular Meeting. Mr. Barletta moved to approve; Mrs. Hammond seconded the motion. Roll call was taken with Mr. Barletta and Mrs. Hammond voting “Yes.” Motion passed, 2-0.
3. SCHEDULED MATTERS:
A. Review and request for motion to approve draft resolution appointing members to the Parks and Recreation Board. Mrs. Hammond stated these appointments were due to the recent combining of the Parks and Recreation Board and the Tree and Beautification Commission. She stated the current members of the two boards were being appointed with their current appointment expiration dates and all subsequent appointments would be for a term of three years. Mr. Barletta moved to approve and forward to Council; Mrs. Hammond seconded the motion. Roll call was taken with Mrs. Hammond and Mr. Barletta voting “Yes.” Motion passed, 2-0.
B. Review
and request for motion to approve draft resolution appointing the Mayor and the
Development Services Director for the city of
C. Review and request for motion to approve draft ordinance approving the editing and inclusion of certain ordinances as parts of the various component codes of the Codified Ordinances; providing for the adoption of new matter in the updated and revised Codified Ordinances; repealing ordinances and resolutions in conflict therewith. Mrs. Yartin stated this was the update of the Codified Ordinances with all legislation passed during 2010. Mr. Barletta moved to approve and forward to Council; Mrs. Hammond seconded the motion. Roll call was taken with Mrs. Hammond and Mr. Barletta voting “Yes.” Motion passed, 2-0.
4. HUMAN RESOURCES DEPARTMENT.
A. Human Resource Director’s Report. Mrs. Miller stated she had provided a written report to the Committee and she would answer any questions. Mrs. Miller stated we continue to test through the National Testing Network and that has been a great success. Mrs. Hammond stated she noticed in Mrs. Miller’s report that we have a dozen employees who are within five years of retirement. Mrs. Miller stated that is correct, but she felt the interest in the OPERS retirement webinar on September 21st is because of the reform that has been talked about and employees wanting to know how the changes will affect them. Mrs. Hammond stated she understood we are working on cross-training in most positions so if someone does retire there will be someone qualified to cover those positions. Mr. Vance stated he feels we have made a lot of positive strides in that regard and we are continuing to make sure this is done. Mr. Barletta stated he felt we had certain liabilities when employees retire in terms of unused leave, etc., and we should probably budget for that. Mrs. Miller stated we try to anticipate this and Mr. Vance stated he will initiate some communication with the Finance Department and some of this discussion can transcend into the budget process. Mr. Vance stated one of the biggest expenses in the recent past have been related to unemployment and state policies that keep kicking the financial responsibilities associated with unemployment down to the local government level. He stated he and Mr. Schornack are discussing if we need to budget for unforeseen situations involving unemployment in the next budget.
(1) Review and request for motion to approve Council Employee Evaluation forms and process. Mrs. Miller stated based on the request at the last meeting she has created the performance evaluation form that had been distributed to the Committee. She stated she felt this would be very simple to administer however she would point out that this is a process. Mrs. Miller stated she would recommend Council sit down with the employee with the job description and discuss goals for next year and actually start utilizing this tool 12 months from the start. She stated in doing this the employee knows what to expect and how they are going to be rated. Mr. Wisniewski stated he felt the only thing that is missing on this is the ability to add comments and he felt that would be a good thing to include in each section on the form. Mr. Wisniewski stated as far as the process he felt that each council member should complete an evaluation on their employees and then have a session with all of council to determine the overall rating based on an average from all of the evaluations received. Mr. Wisniewski stated this Committee could review the evaluations and determine the overall rating before meeting with the employee. Mrs. Hammond stated she felt that would be the best way to do these. Mr. Barletta stated he did not see anywhere on the evaluation form to write down the goals and if there were job specific goals he felt there should be somewhere to write them down. Mr. Wisniewski moved to adopt the form presented by Mrs. Miller with the addition of an area for comments on each section as well as an area to indicate the goals set for the employee and to adopt the process of having all council members complete an evaluation on the council employees and forward them to this Committee, have this Committee review the evaluations and arrive at the overall rating, and then have an executive session to meet with the employee and go over the evaluation; Mr. Barletta seconded the motion. Roll call was taken with Mrs. Hammond, Mr. Barletta, and Mr. Wisniewski voting “Yes.” Motion passed, 3-0.
5. CHAIRMAN:
A. Strategic Plan Goals – Update. Mr. Barletta stated the Performance Appraisals goal was just completed and Mrs. Hammond stated she felt we were working on all of the other goals listed.
6. OTHER BUSINESS: No other business was brought forward.
7. MOTIONS: There were no motions.
8. ADJOURNMENT. There being nothing further, Mr. Barletta moved to adjourn; Mrs. Hammond seconded the motion. Mr. Barletta, Mrs. Hammond, and Mr. Wisniewski voted "Aye." Motion carried, 3-0. The City Administration Committee adjourned at 6:50 P.M, September 7, 2011.
RESPECTFULLY SUBMITTED:
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