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HomeMy WebLinkAbout06-21-2013 Regular MeetingSTATE OF ALABAMA COUNTY OF BALDWIN Personnel Board met at 9:00 a.m ., Delchamps Room at the Civic Center, 161 North Fairhope , Alabama 36532 , on Friday,21 June,2013 Present were: Members: Beeman Bond, Wayne Griffin, Diane Thomas , Clarke Stankoski, Judy Hale , Pandora Heathcoe , City Human Resource Director, Kevin Boone, City Council Liaison and Mike Odom Eastern Shore Courier. The meeting was called to order at 9:00 a .m . Minutes from the April 19 , 2013 meeting were approved. Beeman Bond placed first motion with Wayne Griffin second. Chairman Thomas began the meeting by discussing previous business that included the approval of the Procedural flowchart for post disciplinary appeal hearings. She explained that it would not necessarily have to be included in the new City policies, rules and procedure handbook but could be given to the employee at the time of his or her disciplinary notation. She also explained the Procedure for Conducting Personnel Board Post Disciplinary Appeal Hearings was more for the Personnel Board because in the beginning the board did not have any guidelines to follow. Everyone on the board voiced their approval and Kevin Boone said he would like to show it at a City Council work session. Diane requested a motion for approval which was set with a first motion by Beeman Bond and second by Wayne Griffin. Diane Thomas discussing the update for the City's new Employee Handbook and requested that Pandora Heathcoe, Human Resource Director continue the update . Pandora Heathcoe discussed that a few departmental heads and Lisa Hanks, City Clerk met with Mayor Kant to discuss the deletion or additions of any verbiage for the handbook. She discussed some of the additional verbiage contained was the texting and driving issues , computer usage, using cell phones while driving a City vehicle, social networking, etc. Once Lisa Hanks completed typing in these changes the handbook would then go to Paul Myrick, HR legal counsel for the City to review. Pandora also began to discuss the Human Resource Department and present an update. She discussed the various audits that had been performed that they included complete 19 audits , Federal and State tax forms , Alabama Ethics video training, that all employees had sign off sheets for the various City policies (EEOC , Confidentiality, Substance Abuse , etc) and NIMS certifications for all full time employees. Kevin Boone questioned if these audits were from a government request and Pandora replied "no , they are all self imposed internal audits that I had performed to ensure the City was in full compliance ." She went on to say that the City had created an internal Safety Committee which was compiled of City employees from the various departments . She said that whenever an employee is involved in a worker compensation accident (with or without injuries), he or she must be present at the ne xt Safety Committee meeting to discuss the accident. Notes are documented and then a copy is given to both the departmental head and the Mayor so the department head can meet with the Mayor to discuss possible issues , concerns and solutions . Under new business , Pandora gave an update on the Human Resource Department which is working on employee performance evaluations and individual departmental job descriptions. She supplied copies of performance evaluation forms from the City of Pelham , AL and another one she found on the internet. She mentioned that she would still like to see a process where the employee completes a "Self Performance Evaluation" form that is given to the department head which is then incorporated into his or her performance evaluation. Diane brought up that Beeman Bond will be retiring from the board December 2013 and she will fall off December 2014. The board discussed any potential new members and that a request form may be gotten from the City Clerk 's office for approval by the City Council. Diane also mentioned that if there is not any particular matters to discuss the August meeting may be cancelled. Kevin Boone brought up that morning meeting times are difficult for him to attend and he would like to see the meetings moved to 3:00 pm. The next regularly scheduled meeting is September 20 , 2013 in the Delchamps Room of Fairhope City Hall. There being no further business , it was moved and seconded that the meeting be adjourned at 9:45 AM .