UNIFIED PERSONNEL BOARD AGENDA

Transcription

1 UNIFIED PERSONNEL BOARD AGENDA Date: December 6, 2018 Time: 6:30 p.m. Location: BCC Assembly Room, Fifth Floor, Pinellas County Courthouse 315 Court Street, Clearwater, Florida PLEDGE OF ALLEGIANCE I. Citizens to be Heard EAC II. Employees Advisory Council Representative Personnel Board Personnel Board Human Resources Utilities III. CONSENT AGENDA 1. Request Approval of the Minutes of the Regular Personnel Board Meeting held September 6, Request Approval of the Minutes of the Regular Personnel Board Meeting held October 4, Request Approval of the Minutes of the Regular Personnel Board Meeting held November 1, 2018 IV. NEW BUSINESS 1. UPB Review of BCC Resolution No Discuss Appeal Procedures Related to the 2018 Evergreen Study V. INFORMATIONAL ITEMS 1. Action Taken Under Authority Delegated by the Personnel Board 2. Classification & Compensation Study Update 3. Appointment of Personnel Board Members by the BCC: Jeffery Kronschnabl and Kenneth Peluso 4. Other Informational Items VI. TERMINATION APPEAL 1. Jermaine Bennett v. Pinellas County Utilities Persons are advised that, if they decide to appeal any decision made at this meeting/hearing, they will need a verbatim record of the proceedings, and, for such purposes, they may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is based. Persons with a disability needing reasonable accommodation(s) to participate in this proceeding should contact the Office of Human Rights, 400 S. Fort Harrison Ave., 5th Floor, Clearwater, FL (727) (V/TDD) no later than 48 hours prior to the meeting.

2 III.1. Clearwater, Florida, September 6, 2018 The Unified Personnel Board (UPB) met in regular session at 6:31 P.M. on this date in the County Commission Assembly Room, Fifth Floor, Pinellas County Courthouse, 315 Court Street, Clearwater, Florida, with the following members present: Ricardo Davis, Chair; Ron Walker, Vice-Chair; James Dates; Keith C. Dekle; Louise Dolsay; William A. Schulz II; and Joan M. Vecchioli. Also Present: Holly J. Schoenherr, Director of Human Resources; Carl E. Brody, Senior Assistant County Attorney; Chris Bartlett, Board Reporter, Deputy Clerk; and other interested individuals. PLEDGE OF ALLEGIANCE AGENDA I. Citizens to be Heard EAC II. Employees Advisory Council Representative Personnel Board III. CONSENT AGENDA 1. Request Approval of the Minutes of the Regular Personnel Board Meeting held July 12, 2018 Personnel Board IV. NEW BUSINESS 1. Request Approval of Proposed Changes to the Employees Advisory Council Bylaws 2. Request Approval of Adoption of Classified Service Classification Plan and Pay Plans 3. Request Approval for Adoption of Base Pay Adjustments for Classified Service Associated with the 2018 Evergreen Study 4. Request Approval of Changes to Rule 1 The Classification Plan 5. Request Approval of Changes to Appeal Procedures of the Pinellas County Unified Personnel Board 6. Request Approval of Delegated Authority to the Human Resources Director to Approve Changes to Classification Specifications Associated with the 2018 Evergreen Study 7. Request for Approval of Revisions to the Human Resources Classification Specifications Associated with the 2018 Evergreen Study 8. Request Approval of the FY2019 Pay Plan Adjustments Human Resources V. INFORMATIONAL ITEMS 1. Action Taken Under Authority Delegated by the Personnel Board Benefits Program Updates 3. Other Informational Items 1

3 September 6, 2018 All documents and handouts provided to the Clerk s Office have been made a part of the record. CALL TO ORDER Chair Davis called the meeting to order at 6:31 P.M.; whereupon, he led the Pledge of Allegiance. CITIZENS TO BE HEARD Responding to the Chair s call for persons wishing to be heard, Pinellas County Building Inspector Dan Anderson, Trinity, stated that he represents several employees in attendance, and presented their concerns regarding the Evergreen Study. EMPLOYEES ADVISORY COUNCIL REPRESENTATIVE EAC Chair Charles Toney reported that the Council will host representatives from the Property Appraiser and Supervisor of Elections offices in September, and briefly discussed the Leave Accrual and Merit Pay committees. He related that there are agenda items regarding changes in benefits, the Smoking Cessation program, and pay classifications, on which the EAC wishes to provide comment; and that he would ask to be recognized at the appropriate time regarding those items; whereupon, he provided an overview of the concerns and responded to queries by the members. CONSENT AGENDA APPROVED Upon motion by Mr. Walker, seconded by Mr. Dates and carried unanimously, the minutes of the regular meeting held July 12, 2018 were approved. NEW BUSINESS Request Approval of Proposed Changes to the Employees Advisory Council Bylaws Upon presentation of the item by Chair Davis, Mr. Walker moved, seconded by Mr. Dekle and carried unanimously, that the proposed changes be approved. 2

4 September 6, 2018 Request Approval of Adoption of Classified Service Classification Plan and Pay Plans Ms. Schoenherr stated that the request includes the following three items: 1. Approve a new classification plan 2. Approve a new classified service pay plan 3. Approve career ladder changes Ms. Schoenherr related that after meeting with the Board and the Appointing Authorities, there is consensus to recommend the adoption of the Evergreen Study moderate consolidation option as the new classification plan; that there is additional consensus to adopt the public market approach in setting a new classified service pay plan; and that adoption of the career ladder changes would not be relevant if the first two plans were not adopted. In response to queries by Mr. Schulz, Ms. Schoenherr noted that after the new classification plan is adopted, employees would be contacted regarding their new classifications and pay rates; that employees can request secondary reviews of their classifications if they are not satisfied with the changes; and that the review process is available to any classified employee regardless of how his or her position is changing. She noted that Evergreen Solutions would conduct the secondary reviews to determine if any further changes are needed; and that requests for secondary reviews are done on an individual basis and not by departments as a whole. In response to query by Ms. Vecchioli, Evergreen Solutions Executive Vice President Jeff Ling provided information on how the study collected specific data from employees on each job classification through a series of standardized questions regarding the complexity of and knowledge needed for each position. He noted that any disagreements between employees and supervisors regarding the classifications were resolved in a satisfactory manner; and that data collected from various public entities was used to help determine the study s outcome; whereupon, he provided information on pay structures and the process of conducting secondary reviews, and discussion ensued. In response to queries by the members, Ms. Schoenherr indicated that a timeline of important dates has been included in the agenda packet; that a vote by the Board to approve the request today would make the changes effective September 16; and that the next available implementation date would not be until January 6 of next year. She noted that three employees have been identified who are in a situation requiring a pay reduction; and that the reduction would not occur until January 6 in order to allow time for the various appeal processes to be completed, and Attorney Brody provided information regarding retroactive payments as applied through Florida statutes. 3

5 September 6, 2018 Mr. Anderson related that some local jurisdictions pay building inspectors wages that are 20 to 25 percent higher than the County; and that some of his co-workers have left County employment to seek work in St. Petersburg and Hillsborough County, and Pinellas County Electrical Inspector Vincent Laporta stated that he has concerns regarding the appeal process and any expected adjustments to an employee s pay rate as the result of a successful appeal. Attorney Brody indicated that appeals are heard on an individual basis, and Chair Davis stated that the classification study is focused on the value of the job within the organization as compared to its peers; and that the decision of how to address individual compensation is made by each Appointing Authority, and Ms. Schoenherr provided input. Responding to queries by Messrs. Dekle and Toney, Ms. Schoenherr indicated that the Appointing Authorities have provided their input and concerns; and that some of their appeals have been implemented in the final request, and discussion ensued. Chair Davis indicated that the first two items should be voted on together; and that the third item will be addressed separately. Ms. Vecchioli moved, seconded by Mr. Dates and carried unanimously, that the new classification plan and the classified service plan be approved. During discussion and in response to query by Mr. Dekle, Ms. Schoenherr, with input by Human Resources Officer Jack Loring, related that career ladders will continue to be maintained as part of the Personnel Rules; that one career ladder in the Tax Collector organization has been deleted; and that an updated list has been included in the agenda packet. Responding to queries by Chair Davis regarding a memorandum from the County Administrator, Mr. Loring noted that consolidating classifications led to five career ladders being reduced by one level; and that two ladders under County Administration will actually expand; whereupon, discussion ensued regarding the general approach in addressing consolidation, and the level of communication provided to employees regarding the changes. Upon the Chair s invitation, Special Assistant to the County Administrator Canaan McCaslin discussed the department s concerns, opining that more work could be done to help clarify the changes with employees. In response, Mr. Loring stated that the list includes only career ladders formerly established by the Personnel Board; and that Human Resources will do a better job of publicizing the career ladders as they exist to County employees. Ms. Vecchioli moved, seconded by Mr. Dekle and carried unanimously, that the career ladder changes be approved. 4

6 September 6, 2018 Request Approval for Adoption of Base Pay Adjustments for Classified Service Associated with the 2018 Evergreen Study Ms. Schoenherr introduced the item, stating that the proposal is in line with changes made by the Board in June; and that it has received support from the Appointing Authorities to apply the related pay adjustments. She noted that the adjustments would increase pay for employees who are below the new minimum set for their job classification; that some employees pay will be increased in order to be more competitive with the market; and that a few employees will face a decrease in pay as a result of the study; whereupon, she discussed the methodology behind proposing the related adjustments and noted that any pay decreases would not be made effective until January 6, In response to queries by Chair Davis, Ms. Schoenherr indicated that three employees are in a situation to receive a decrease in pay; and that approximately 950 employees would receive some level of pay increase. Responding to queries by the members regarding those employees facing a pay decrease, Attorney Brody stated that the Board is prohibited from increasing an employee s salary; that once a determination is made and an employee s job is properly classified, the Board can do nothing further; and that Appointing Authorities can consider proper pay adjustments, if warranted. Mr. Dekle moved, seconded by Mr. Dates and carried unanimously, that the base pay adjustments be adopted. Request Approval of Changes to Rule 1 The Classification Plan Ms. Schoenherr noted that the proposed change to Rule 1 is in regard to Item E under Appeals; and that staff is recommending adding language to define downward reclassifications associated with the implementation of the Evergreen Study as any change for which the maximum pay rate of a pay grade is lowered by at least 4.5 percent from its current maximum. Ms. Schoenherr indicated that the 4.5-percent threshold is similar to the 4.5-percent threshold used for upgrades; that some Appointing Authorities, through the EAC, have shared concerns stating that the 4.5-percent threshold would unduly restrict some employees from full appeal rights; and that 225 employees will be affected by a pay grade decrease of 0 to 4.5 percent, leaving an additional 25 employees below the 4.5-percent threshold. Chair Davis indicated that Ms. Schoenherr should also address the next item so that the members may understand the implications of both requested actions. 5

7 September 6, 2018 Changes to Appeal Procedures Ms. Schoenherr indicated that specific appeal procedures related to downward reclassifications are found in Section 12 of the Board s appeals procedures; and that the recommended changes include simple updates with regard to Forward Pinellas and the Pinellas County Construction Licensing Board, and replacing the Position Audit Questionnaire with the Job Assessment Tool. Ms. Schoenherr discussed Section 12-1 and noted that additional language will be included specific to the Evergreen Study and the limiting of related appeals to only downgraded positions that meet or exceed the 4.5-percent threshold, as discussed earlier; whereupon, she responded to queries by the members and discussed how the threshold was established, and Mr. Loring provided information regarding the appeal and secondary review processes. During discussion and in response to query by Ms. Vecchioli, Mr. McCaslin discussed the County Administrator s concerns and stated that a change to the appeals procedure might block a number of employees based on whether the old or new threshold is used in the definition of a downward classification. Mr. Dekle indicated that he has spoken with County Administrator Mark Woodard and Clerk of the Circuit Court and Comptroller Ken Burke who both communicated to him their lack of support for the rule change; that the change could create a perception problem for the Board; and that he also does not support the proposed changes, and discussion ensued. Chair Davis called for a motion regarding approval of the changes to Personnel Rule 1 and indicated that the action failed for a lack of a motion. Upon the Chair s call for a motion regarding approval of the changes to the appeal procedures, and following input from Ms. Schoenherr, Ms. Vecchioli moved, seconded by Mr. Walker, to approve the housekeeping changes where certain terminology has changed and the adoption of the new appeal procedures minus any language regarding the 4.5-percent threshold. Upon call for the vote, the motion carried unanimously. Request Approval of Delegated Authority to the Human Resources Director to Approve Changes to Classification Specifications Ms. Schoenherr indicated that she is seeking the delegated authority to approve class specification changes directly associated with the implementation of the 2018 Evergreen Study; and that over 300 classifications will need to be updated. Ms. Vecchioli moved, seconded by Mr. Dates and carried unanimously, that the delegated authority be granted. 6

8 September 6, 2018 Request for Approval of Revisions to the Human Resources Classification Specifications Associated with the 2018 Evergreen Study Ms. Schoenherr related that her delegated authority does not apply to classification changes within the Human Resources Department; that the proposed changes are a result of the 2018 Evergreen Study; and that she is asking the Board to approve the changes recommended for her department, and discussion ensued. Ms. Dolsay moved, seconded by Ms. Vecchioli, that the revisions be approved. Mr. Dekle noted that the changes are consistent with other changes resulting from the study, and Ms. Schoenherr provided input. Upon call for the vote, the motion carried unanimously. Request Approval of the Fiscal Year 2019 Pay Plan Adjustments Ms. Schoenherr indicated that the newly approved pay plan will be effective September 16; that staff is recommending the pay grade minimums and maximums in the new plan be adjusted by two percent; and that the adjustments would be effective September 30. She related that the pay grade ranges in the approved plan were developed several months earlier as part of the Evergreen Study; and that in consultation with Evergreen, there was agreement that the proposed adjustments are needed to remain competitive with the current market. In response to query by Chair Davis, Ms. Schoenherr stated that Human Resources conducts an internal market survey on an annual basis; and that Evergreen concurred that the department should continue to conduct the study each year. Responding to queries by Ms. Vecchioli, she indicated that the Office of Management and Budget has incorporated two-percent adjustments in its budget planning for Fiscal Year 2019; and that it is included in the budget assumptions presented to the Board of County Commissioners. She noted that the proposed adjustments are to the pay grades and are not pay increases to employees; and that a three-percent general pay increase for employees has been approved separately, and Mr. Loring provided information on why the two-percent adjustments have been bifurcated from the initial approval of the new pay plan, stating that each County organization exercises authority over its exempt pay plan. Discussion ensued, and Ms. Schoenherr clarified that the adjustment is not related to the Evergreen Study as it is a typical budgetary exercise conducted annually by the department. Mr. Walker moved, seconded by Mr. Dekle and carried unanimously, that the Fiscal Year 2019 pay plan adjustments be approved. 7

9 September 6, 2018 INFORMATIONAL ITEMS Action Taken Under Authority Delegated by the Personnel Board The document titled Action Taken Under Authority Delegated by the Unified Personnel Board has been made a part of the record Benefits Program Updates Referring to a PowerPoint presentation titled Pinellas County EAC and Appointing Authority Meeting Materials, 2019 Plan Change Opportunities DRAFT, prepared by benefits consultant Willis Towers Watson, Ms. Schoenherr provided an update on the 2019 benefits program and shared discussions that Human Resources has had with Appointing Authorities and with the Employee s Advisory Council. The presentation has been made part of the record. Ms. Schoenherr discussed possible changes to employee pharmacy plans and options related to employee contributions to health care coverage. Discussion ensued, and Messrs. Dekle and Toney provided input with regard to whether the employees share of health care costs should be increased. Responding to queries by Ms. Vecchioli and Chair Davis, Ms. Schoenherr discussed total compensation and the County s comparison with public and private sector employers, and related that she has the delegated authority to manage the health fund. Other Informational Items Ms. Schoenherr related that Human Resources has recently filled several vacancies on its staff, promoting from within and hiring others new to the department; whereupon, she introduced the employees to the Board. Mr. Dekle expressed his desire for continuing to work on improving communication and engagement between Human Resources, the Appointing Authorities, and the employees. The following miscellaneous informational items were received for filing: 1. Minutes of the EAC Delegate meeting held July 26, Minutes of the EAC Merit Pay Committee meeting held July 18, Minutes of the EAC Representative meeting held July 18,

10 September 6, Leadership Notes for August Training Calendars for September, October, and November 2018 ADJOURNMENT There being no further business, Chair Davis adjourned the meeting at 9:36 P.M. Chair 9

11 III.2. Clearwater, Florida, October 4, 2018 The Unified Personnel Board (UPB) met in regular session at 6:30 P.M. on this date in the County Commission Assembly Room, Fifth Floor, Pinellas County Courthouse, 315 Court Street, Clearwater, Florida, with the following members present: Ricardo Davis, Chair; Ron Walker, Vice-Chair; James Dates; Keith C. Dekle; Louise Dolsay; and Joan M. Vecchioli. Not Present: William A. Schulz II. Also Present: Holly J. Schoenherr, Director of Human Resources; Carl E. Brody, Senior Assistant County Attorney; Teresa Adkins, Board Reporter; and other interested individuals. PLEDGE OF ALLEGIANCE AGENDA I. Citizens to be Heard EAC II. Employees Advisory Council Representative Personnel Board III. CONSENT AGENDA 1. Request Approval of the Minutes of the Regular Personnel Board Meeting held August 2, 2018 Personnel Board IV. NEW BUSINESS 1. Request Approval of the 2019 Meeting Schedule of the Unified Personnel Board 2. Request Approval of Delegated Authority to the Human Resources Director to Correct Errors in Classification Recommendations 3. Discussion of the Unified Personnel Board Appeal Procedures, Section 12 Human Resources V. INFORMATIONAL ITEMS 1. Action Taken Under Authority Delegated by the Personnel Board 2. Reappointment of the following Personnel Board Member for : Ron Walker 3. Other Informational Items All documents and handouts provided to the Clerk s Office have been made a part of the record. CALL TO ORDER Chair Davis called the meeting to order at 6:30 P.M.; whereupon, he led the Pledge of Allegiance. 1

12 October 4, 2018 CITIZENS TO BE HEARD No one appeared in response to the Chair s call for citizens wishing to be heard. EMPLOYEES ADVISORY COUNCIL REPRESENTATIVE EAC Chair Charles Toney reported that Deputy Supervisor of Elections Julie Marcus and Property Appraiser Mike Twitty were the guest speakers at the last EAC Delegate meeting; that EAC Representative elections are in process; and that a joint meeting with the Appointing Authorities is scheduled for Monday, October 15. He related that the Merit Pay Committee continues to work with Human Resources Officer Meagan Decker and plans to meet with the Appointing Authorities in April. Mr. Toney reported that the EAC continues to receive employee questions and concerns following approval of the Evergreen Classification and Compensation Study and subsequent implementation of the new Pay Plan; and that the EAC has directed each of those employees to request a secondary review by Evergreen. CONSENT AGENDA APPROVED Upon motion by Mr. Walker, seconded by Ms. Vecchioli and carried unanimously, the minutes of the regular meeting held August 2, 2018 were approved. NEW BUSINESS Request Approval of the 2019 Meeting Schedule of the UPB Following brief discussion, Ms. Vecchioli moved, seconded by Ms. Dolsay and carried unanimously, that the 2019 meeting schedule be approved. Request Approval of Delegated Authority to the Human Resources Director to Correct Errors in Classification Recommendation Ms. Schoenherr provided background information regarding the item, relating that she wishes to correct errors contained in the Evergreen Classification and Compensation Study in order to place employees into the appropriate classifications, and requested that the members delegate her the authority to complete the necessary classification realignments prior to their review, approval, and adoption by the Board. 2

13 October 4, 2018 In response to comments and queries by the members, Ms. Schoenherr discussed the secondary review process, potential pay adjustments, classification errors regarding the Crew Chief positions, and how the delegation of authority would allow her to make changes in an expeditious manner; whereupon, Mr. Dekle stated that he was not in favor of delegating the authority, and Mr. Toney provided input. Following comments by the Chair, discussion among the members, and input by Attorney Brody, Ms. Vecchioli moved, seconded by Mr. Dekle, that the recommendation be rejected. Upon call for the vote, the motion carried five to one, with Mr. Walker dissenting. Discussion of the Unified Personnel Board Appeal Procedures, Section 12 Ms. Schoenherr related that by November, Human Resources should know the number of appeals to be filed during the first step of the secondary review process, and Attorney Brody explained Section 12 of the appellate rules; whereupon, discussion ensued regarding the appeals process, the timeframe for hearing cases, individual versus group appeals, and similar matters. During discussion and in response to comments and queries by the members, Human Resources Officer Jack Loring provided further information pertaining to the Evergreen Study, the Job Assessment Tool, the classification process, the appeals process, and similar topics, and Ms. Schoenherr provided input. INFORMATIONAL ITEMS Action Taken Under Authority Delegated by the Personnel Board The document titled Action Taken Under Authority Delegated by the Unified Personnel Board has been made a part of the record. Reappointment of the following Personnel Board Member for : Ron Walker Chair Davis congratulated Mr. Walker on his reappointment. Other Informational Items Ms. Schoenherr reviewed the following documents, relating that they were not included in the members backup materials: 3

14 October 4, 2018 Communications Concerning the Classification and Compensation Study 2018 Classification and Compensation Study Phase 1 Implementation, Secondary Review Metrics She related that Evergreen will provide responses and offer input regarding secondary reviews, pay policies, and career ladders in the near future; and that those topics will be discussed at the October 15 EAC/Appointing Authorities Joint Meeting. Mr. Deckle referred to 38 letters received from Public Works employees regarding the Classification and Compensation Study and recommended that the Board acknowledge the correspondence in writing; whereupon, Ms. Vecchioli suggested that the Chair and HR Director craft a response, and the members agreed. Thereupon, Mr. Walker praised Ms. Schoenherr and the HR staff for their work with the Classification and Compensation Study project. The following miscellaneous information items were received for filing: 1. Minutes of the EAC Merit Pay Committee meeting of August 15, Minutes of the EAC Representative meeting of August 15, Leadership Notes for September Training Calendars for September, October, and November 2018 ADJOURNMENT There being no further business, Chair Davis adjourned the meeting at 7:43 P.M. Chair 4

15 III.3. Clearwater, Florida, November 1, 2018 The Unified Personnel Board (UPB) met in regular session at 6:30 P.M. on this date in the County Commission Assembly Room, Fifth Floor, Pinellas County Courthouse, 315 Court Street, Clearwater, Florida, with the following members present: Ricardo Davis, Chair; Ron Walker, Vice-Chair; James Dates; William A. Schulz II; and Joan M. Vecchioli. Not Present: Keith C. Dekle. Also Present: Terri L. Wallace, Human Resources Manager; Carl E. Brody, Senior Assistant County Attorney; Michael P. Schmidt, Board Reporter, Deputy Clerk; and other interested individuals. PLEDGE OF ALLEGIANCE AGENDA I. Citizens to be Heard EAC II. Employees Advisory Council Representative Personnel Board III. NEW BUSINESS 1. Request Approval of the Revisions to the Drug-Free Workplace Policy 2. Request Approval of the Recommendations to Correct Errors in the Crew Chief Classification Human Resources IV. INFORMATIONAL ITEMS 1. Action Taken Under Authority Delegated by the Personnel Board 2. Evergreen Study Pay Policy Report 3. Resignation of Personnel Board Member: Louise Dolsay 4. Reappointment of the following Personnel Board Member for : William Schulz II 5. Other Informational Items Utilities V. TERMINATION APPEAL 1. Jermaine Bennett v. Pinellas County Utilities All documents and handouts provided to the Clerk s Office have been made a part of the record. CALL TO ORDER Chair Davis called the meeting to order at 6:30 P.M.; whereupon, he led the Pledge of Allegiance. 1

16 November 1, 2018 CITIZENS TO BE HEARD No one appeared in response to the Chair s call for citizens wishing to be heard. EMPLOYEES ADVISORY COUNCIL REPRESENTATIVE EAC Chair Charles Toney stated that an EAC/Appointing Authorities joint meeting took place in October, and provided an update: Discussion took place regarding moving the Respectful Workplace/Anti-Bullying Policy under the administration of the Office of Human Rights. Human Resources will be reviewing the matter of paid parental leave being provided for the birth or adoption of a child. Because many peer organizations offer 96 hours of paid sick leave, a request was made that all Pinellas County employees receive two additional floating holidays to help compensate for the difference. Human Resources Officer Meagan Decker continues to assist the Merit Pay Committee. The Appointing Authorities discussed various issues associated with the implementation of the Classification and Compensation Study, and expressed concerns regarding the collapsing of certain career ladders. Ms. Vecchioli expressed concern regarding the issue of paid parental leave. She related that such leave would tend to favor younger employees and not benefit older employees who may be caring for elderly parents. In response to her queries, Mr. Toney related that the EAC is considering employee needs across the spectrum, and brief discussion ensued. EAC Representative Lisa Arispe provided information pertaining to the formation of a Benefits Advisory Committee, relating that the idea was well received by the Appointing Authorities; and that the County Commission unanimously approved a resolution establishing such a committee at its October 23 meeting, and Chair Davis provided input. 2

17 November 1, 2018 NEW BUSINESS Request Approval of the Revisions to the Drug-Free Workplace Policy Senior Assistant County Attorney Carole Sanzeri referred to her memorandum titled Recommended Revisions to the Drug-Free Workplace Program and provided the rationale for the requested policy changes, relating that a redlined document has been included in the members agenda materials; that the proposed changes were presented to the Appointing Authorities and the EAC in October; and that neither group expressed concerns with adopting the revisions. In response to query by Ms. Vecchioli, Attorney Sanzeri stated that even though Pinellas County does not have a specific medical marijuana policy, all marijuana use is prohibited under the Drug-Free Workplace Program at the present time; whereupon, Mr. Dates moved, seconded by Mr. Walker and carried unanimously, that the policy revisions be approved. Request Approval of the Recommendations to Correct Errors in the Crew Chief Classification Referring to a memorandum titled Correction of Errors in Classification Recommendations and Associated Pay Adjustments, Human Resources Officer Jack Loring provided historical background information and summarized the two recommendations. In response to comments and queries by the members, Mr. Loring presented information regarding employee pay adjustments, underpayments and overpayments, and the number of people impacted by the reclassified Crew Chief positions. He reported that the Appointing Authorities support the recommendations proposed by Human Resources and, following brief discussion, Ms. Vecchioli moved, seconded by Mr. Walker, that the staff recommendation be approved. Matthew Parolisi, Public Works, presented his comments and concerns and responded to queries by the Chair. Following public comment and upon call for the vote, the motion carried unanimously. INFORMATIONAL ITEMS Action Taken Under Authority Delegated by the Personnel Board The document titled Action Taken Under Authority Delegated by the Unified Personnel Board has been made a part of the record. 3

18 November 1, 2018 Evergreen Study Pay Policy Report Chair Davis related that the report has been included as part of the members agenda materials. Resignation of Personnel Board Member: Louise Dolsay In response to query by Ms. Vecchioli, Chair Davis reported that Ms. Dolsay is moving to another part of the country. Reappointment of the Following Personnel Board Member for : William A. Schulz II Chair Davis congratulated Mr. Schulz on his reappointment. Other Informational Items The following miscellaneous informational items were received for filing: 1. Minutes of the EAC Representative meeting of September 19, Leadership Notes for October Training Calendars for November and December 2018 and January 2019 TERMINATION APPEAL Jermaine Bennett versus Pinellas County Utilities Chair Davis reported that the appeal has been deferred until the December meeting. ADJOURNMENT There being no further business, Chair Davis adjourned the meeting at 6:58 P.M. Chair 4

19 IV.1. To: From: The Honorable Chair and Members of the Unified Personnel Board Holly J. Schoenherr, Director of Human Resources Date: November 30, 2018 Subject: Unified Personnel Board Review of BCC Resolution No Per BCC Resolution No adopted by the Board of County Commissioners on October 23, 2018, the Board of County Commissioners is requesting that the Unified Personnel Board formally agree and accept the resolution that delegates authority to the Director of Human Resources regarding the management and implementation of employee benefit plans. The purpose of this memo is to bring this item to the attention of the Unified Personnel Board and to provide my perspectives on the resolution as the Board considers whether to agree to and accept the resolution. Background On August 9, 2011, the Board of County Commissioners adopted BCC Resolution No , Resolution Regarding the Authority of the Human Resources Director to Act as Plan Administrator of Board of County Commissioners Sponsored Employee Benefit Plans. In summary, the resolution delegated authority to the Director of Human Resources to make decisions regarding the management and implementation of Employee Benefit Plans for the good of the County. On October 15, 2018, during a joint meeting between Appointing Authorities and the Employees Advisory Council (EAC), a member of the EAC presented a suggestion to form a Benefits Advisory Committee in order to provide input from all levels of the County organization. On October 23, 2018, the Board of County Commissioners adopted BCC Resolution No , Resolution Regarding the Authority of the Human Resources Director to Act as Plan Administrator of Board of County Commissioners Sponsored Employee Benefit Plans. Effective January 1, 2019, the resolution amended BCC Resolution No to, in essence, add the following:

20 1. A Benefits Advisory Committee will be created to include the Appointing Authorities or their designees, two members selected by the Employees Advisory Committee (EAC), and a retiree representative. 2. The Benefits Advisory Committee will be responsible for evaluating existing benefit plans and offerings annually and advising the Human Resources Director on plan design changes. 3. The HR Director will formally present proposed changes to benefit plans to the EAC, Benefits Advisory Committee, Appointing Authorities and Personnel Board for review and feedback prior to the annual enrollment period. 4. Recognizing that the Unified Personnel Board oversees Human Resources, the BCC requests that the Personnel Board formally agree and accept BCC Resolution No Perspectives of Human Resources For a number of years, Human Resources has managed and administered the Employee Benefits Plan, which is sponsored by the Board of County Commissioners. I believe that Human Resources is the appropriate department to administer health benefit plans for employees in the Unified Personnel System and, therefore, gladly accept continued responsibility for this function. Human Resources places considerable value on employee education and feedback regarding benefits and health plans. As we consider the formulation of an advisory committee for the UPS, it is important to recognize the strategies and actions that are currently in place to share information with, and receive input from, employees across the UPS. The attached document outlines examples of how Human Resources communicates benefits issues with stakeholders, including regular discussions with Appointing Authorities and the EAC. I respectfully submit the following perspectives on BCC Resolution 18-90, particularly as it relates to the creation and functioning of a benefits advisory committee: 1. Authority over Human Resources: As it delineates specific groups that will be created and consulted with regard to management of the health plan, the BCC resolution provides direction from the BCC to the Director of Human Resources in how she will manage and implement Employee Benefit Plans. However, Human Resources does not report to the BCC, but to the Unified Personnel Board, which is an independent board created by the Florida Legislature. Recommendation: It is my recommendation that requests for Human Resources to perform specific services or work processes (whether it be from the BCC or any other UPS agency) are formalized through an intra-agency agreement, rather than a resolution. An intra-agency agreement provides for both parties signing off in agreement to the services that will be provided. 2. Advisory Committee Scope: The authority of the Board of County Commissioners is limited to the review and feedback regarding the health plan (medical, pharmacy, vision, dental, etc.), and not to other benefits such as leave time. A committee formed by the BCC is therefore limited to input on health plan Page 2 of 4

21 benefits. The name Benefits Advisory Committee may give stakeholders the perception that the committee s scope is around the totality of benefits programs. Recommendation: To facilitate clarity on the scope of the committee s charge, it is recommended that the committee is called a Health Plan Advisory Committee rather than a Benefits Advisory Committee. 3. Administrative Support for Committee: The new committee, as a Sunshine body, will require administrative support for meeting logistics, member tracking and communication, minute taking, and agenda development. The resolution does not identify how or from which department administrative resources will be provided. Recommendation: It is recommended that the committee is not formed until a plan for administrative support and resources is defined. 4. Redundancy in Stakeholder Engagement: Resolution states that the Benefits Advisory Committee membership includes Appointing Authorities (or designees) and EAC appointees. It also provides that the HR Director will formally present proposed changes to benefit plans to the EAC, Benefits Advisory Committee, Appointing Authorities and Personnel Board for review and feedback. This arrangement is inefficient as it creates unnecessary duplication of effort, given that Appointing Authorities and the EAC are represented on the Benefits Advisory Committee. Recommendation: It is recommended that, rather than providing information to the same stakeholders in multiple meetings, Human Resources facilitates an annual State of the Health Plan presentation that is open to all UPS employees and retirees. 5. Evaluation of Health Plan Programs: Resolution states that the Benefits Advisory Committee will be responsible for evaluating existing benefit plans and offerings annually and advising the Human Resources Director on plan design changes. To facilitate a constructive evaluation process, it is important for committee members to receive considerable training or to be already highly experienced in health plan design. Health plan program decisions involve factors and information that often require years of experience and education to understand. Recommendation: It is recommended that a committee charged with evaluating health plan programs establish guiding principles to facilitate understanding and to manage competing interests of committee members. Guiding principles may include those currently followed by Human Resources as it evaluates and considers program changes: Programs/design shall align with the Unified Personnel Systems total rewards strategy and corporate values, such as recruiting and retaining top talent; Programs/design should promote increased employee accountability and ownership; Program evaluation shall include projected return on investment; Trustworthy research and data shall be preferred over individual interests and opinions; Funding impacts shall reflect responsible stewardship of public funds; All recommended program modifications shall be vetted through health plan consulting services (as a neutral third party) contracted by the County, as well as legal counsel, budget, and finance offices for cost/risk analysis. Page 3 of 4

22 It is further recommended that committee members agree to the following responsibilities: Attend scheduled meetings, including State of the Health Plan presentation Follow established guiding principles Represent respective constituent group by sharing meeting agendas and minutes; conduct surveys as necessary to collect employee perspectives. Assist Human Resources in educating the workforce regarding employee health benefits and the concept of a self-insured health plan. 6. Possible Committee Structure: It is recommended that the committee meets four times a year: January/February o Elect Chair, Vice-Chair, and Secretary o Review committee purpose/scope and guiding principles o Review Sunshine Law requirements o Review meeting schedule for the year o State of the Health Plan presentation - to be shared with the Personnel Board and open to all employees and retirees March/April Evaluate existing plans May/June Joint HPAC/Employees Advisory Council (EAC)/Appointing Authorities (AA) meeting to discuss possible plan changes (per resolution); Present proposed plan changes to Personnel Board July/August Joint HPAC/EAC/AA meeting to share feedback on proposed plan changes; Personnel Board provides feedback on proposed plan changes Attachments: - Resolution Resolution Benefits Feedback and Communication - Benefits Satisfaction Survey Results - Pinellas County Benefits Inventory Page 4 of 4

23 I... RESOLUTION NO RESOLUTION REGARDING THE AUTHORITY OF THE HUMAN RESOURCES DIRECTOR TO ACT AS PLAN ADMINISTRATOR OF BOARD OF COUNTY COMMISSIONERS SPONSORED EMPLOYEE BENEFIT PLANS, PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, in the course of administering employment related benefit plans, the Director of Human Resources must make decisions regarding the management and implementation of Employee Benefit Plans; and WHEREAS, such decisions allow the Board of County Commissioners sponsored benefit plans to be administered consistently and within approved budgets; and WHEREAS, the Board of County Commissioners finds that the Director of Hwnan Resources is the most appropriate official to make such decisions; and WHEREAS, the Board of County Commissioners desires to confirm past practice and vest authority for such duties in the Director of Human Resources. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners, at a duly assembled meeting held on this 9th day of August, that the Director of Human Resources be vested with authority to act as Plan Administrator on all Board of County Commissioners sponsored Employee Benefit Plans for the good of the Cotmty and, in doing so, exercise authority over the following: Contract administration for all third party administrator contracts; Implementation of programs offered through contracts, e.g. pharmacy management and consumer driven health plan options; Implementation and management of health and weljness incentives; Design of the Plans, including coverages, exclusions, co-pays, deductibles and maximums consistent with approved budgets; Overall management of the Plans, incjuding claim review, unless otherwise contracted, and formal appeal authority on benefit denials; Implementation of changes to and overall management of retirement and other savings plans offered by the County; and Acting as designee of the Plan Sponsor on all HIP AA privacy and security issues~ and Implementing any time-sensitive legally mandated changes. Approve and execute contracts and applications to participate in programs related to provision of benefits under existing contracts when there is no increase cost to the County or extension of the term of underlying benefit contracts approved by the Board of County Commissioners or County Administrator, including applications to participate in rebate, reimbursement and other money saving programs.

24 In the event that a time-sensitive legally mandated change not within the designated authority of the Plan Administrator must be implemented prior to Board of County Commissioners' approval to protect the county or comply with legal obligations, such implementation will be brought to the BCC for ratification at the next available BCC meeting. All other plan design changes or amendments, including those governing law requires the Plan Sponsor or governing body to approve, shall be approved by the Board of County Commissioners. EFFECTIVE DATE: This Resolution shall become effective immediately. Commissioner Welch offered the foregoing Resolution and moved its adoption, which was seconded by Commissioner _se_e_l, and upon roll call the vote was: AYES: NAYS: Latvala., Morroni., Welch., Bostock., Brick.field., and Seel. Roche. ABSENT AND NOT VOTING: None.

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26 RESOLUTION NO RESOLUTION REGARDING THE AUTHORITY OF THE HUMAN RESOURCES DIRECTOR TO ACT AS PLAN ADMINISTRATOR OF BOARD OF COUNTY COMMISSIONERS SPONSORED EMPLOYEE BENEFIT PLANS, PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, in the course of administering employment related benefit plans, the Director of Human Resources must make decisions regarding the management and implementation of Employee Benefit Plans; and WHEREAS, such decisions allow the Board of County Commissioners sponsored benefit plans to be administered consistently and within approved budgets; and WHEREAS, the Board of County Commissioners finds that the Director of Human Resources is the most appropriate official to make such decisions; and WHEREAS, the Board of County Commissioners desires to confirm past practice and vest authority for such duties in the Director of Human Resources; and WHEREAS, the Board of County Commissioners wishes to establish a Benefits Advisory Committee comprised of the Appointing Authorities or their designees, 2 members selected by the Employees Advisory Committee (EAC), and a Retiree representative from the Retired Employees of Pinellas County (REPCO) organization; and WHEREAS, the Benefits Advisory Committee shall be responsible for evaluating existing benefit plans and offerings on an annual basis and advising the HR Director on plan design changes; and WHEREAS, the Director of Human Resources shall formally present proposed changes to Employee Benefit Plans to the EAC, Benefits Advisory Committee, Appointing Authorities, and the Unified Personnel Board for review and feedback prior to the annual enrollment period with sufficient time for review and feedback; and WHEREAS, the Board of County Commissioners recognizes that the Unified Personnel Board oversees the performance of the Human Resources Department and Director, and requests that the Unified Personnel Board formally agree and accept this resolution that delegates authority to the Director of Human Resources. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners, at a duly assembled meeting held on this 23rd day of October that the Director of Human Resources be vested with authority to act as Plan Administrator on all Board of County Commissioners sponsored Employee Benefit Plans for the good of the County and, in doing so, exercise authority over the following: Contract administration for all third party administrator contracts; Implementation of programs offered through contracts, e.g. pharmacy management and consumer driven health plan options; Implementation and management of health and wellness incentives; Design of the Plans, including coverages, exclusions, co-pays, deductibles and maximums consistent with approved budgets; Overall management of the Plans, including claim review, unless otherwise contracted, and formal appeal authority on benefit denials; Implementation of changes to and overall management of retirement and other savings plans offered by the County; and

27 Acting as designee of the Plan Sponsor on all HIPAA privacy and security issues; and Implementing any time-sensitive legally mandated changes. Approve and execute contracts and applications to participate in programs related to provision of benefits under existing contracts when there is no increase cost to the County or extension of the term of underlying benefit contracts approved by the Board of County Commissioners or County Administrator, including applications to participate in rebate, reimbursement and other money saving programs. Formal updates to appropriate stakeholders (EAC, Benefits Advisory Committee, Appointing Authorities, and the Unified Personnel Board) on proposed changes to Benefit Plans prior to annual enrollment with sufficient time for review and feedback. Provide the County Administrator with a quarterly report of actions taken under the delegated authority for placement on the Board of County Commissioners meeting agenda. In the event that a time-sensitive legally mandated change not within the designated authority of the Plan Administrator must be implemented prior to Board of County Commissioners' approval to protect the county or comply with legal obligations, such implementation will be brought to the BCC for ratification at the next available BCC meeting. All other plan design changes or amendments, including those governing law requires the Plan Sponsor or governing body to approve, shall be approved by the Board of County Commissioners. The discretion and delegation provided to the Director of Human Resources pursuant to this Resolution does not include authority to approve comprehensive, structural or other substantive changes to the Employee Benefit Plans without consultation with the EAC, Benefits Advisory Committee, Appointing Authorities, and the Unified Personnel Board. EFFECTIVE DATE: This Resolution shall become effective January 1, AYES: Welch, Seel, Beyrouti, Eggers, Gerard, Justice, and Long. NAYS: None. ABSENT AND NOT VOTING: None.

28 Benefits Feedback and Communication Human Resources strives to provide an excellent benefits package to invest in our employees health and in their future. We meet regularly with our consultant, Willis Towers Watson, to look at trends and strategies for improving employee benefits. Outlined below are examples of how Human Resources shares benefits information and receives feedback from our employees, including the Appointing Authorities and the Employees Advisory Council. Appointing Authorities - Discussed proposed health plan changes and provided an opportunity for feedback: o 2017: February (special meeting focused on the health plan), July, August o 2018: July, August - Provided Health Plan Performance Updates o 2017: April, August o 2018: February, May, October Employees Advisory Council (EAC) - Discussed health plan changes and provided an opportunity for feedback: o 2017: July, August o 2018: June, July, August - Address benefits-related questions posed by employees: o 18 EAC meetings annually (12 Representative meetings and 6 Delegate meetings) Annual Enrollment for Benefits - See attached Communication Plan for 2019 Annual Enrollment, including the website, newsletter articles, s, home mailers, and meetings (in-person and webinars). Employee Feedback - Employee Voice Survey (every 2 years): Per the 2017 survey, 87% of employees feel that they receive competitive benefits. - Benefits Satisfaction Survey (annual): See attached results from 2018 survey

29 Communication Plan for 2019 Annual Enrollment Employee Annual Enrollment: November 1 to 14, 2018 Retiree Annual Enrollment: October 29 to November 16, 2018 Date Product Audience 9/17/18 Website launched: E 9/17/18 9/26/18 10/5/18 10/8/18 10/15/18 Pen newsletter distributed to all employees by with Annual Enrollment article (page 4) Retiree Connection newsletter distributed to retiree subscribers by with Annual Enrollment article To Your Health newsletter distributed to all employees by with Annual Enrollment article (page 4) REPCO meeting for retirees to provide information on Annual Enrollment Pen newsletter distributed to all employees and retirees by with Annual Enrollment article E R E R E 10/25-10/30 Employee meetings held (4 total) E 10/22/18 Home mailers sent to all retirees R 10/25/18 Home mailer sent to all employees E 10/29/18 10/31/18 11/1/18 11/5-11/6 Home mailer sent to current employees who opt out of health plan coverage, including a copy of the affidavit to be completed to all supervisors asking them to share information with their employees (especially field workers) about Annual Enrollment on 11/1 to all employees: Annual Enrollment Open (including link to a video What You Need to Know for 2019 ) Live web meetings (2 total) and webinar recording posted to the website E E E E 11/7/18 to all employees: Annual Enrollment reminder (one week left) E 11/13/18 to all employees: Last day to enroll is November 14, 11:59 p.m. E

30 2018 Benefits Satisfaction Survey February 6, 2018 The survey link was mailed to 3,042 UPS employees on January 18 and was open for 13 days with a close date of January employees (approximately 28%) responded. General demographic data was collected however the respondents are not identifiable. Respondents were mostly classified service (72%), most had 5 or fewer year s tenure (36%), were mostly female (61%), and years old (36%). Only 23 respondents declined to answer demographic questions. 80 Type of Service 40 Years of Service Over 30 years 40 Age Group Classifed Exempt

31 2018 Benefits Satisfaction Survey February 6, 2018 Respondents ranked Time Off Programs as the most important benefit (98.45%) with medical, dental, vision and prescriptions benefits as the next most important benefit programs. Time Off Programs was also ranked as the benefit program employees are most satisfied with (84.42%). Ranked in order of Total Favorable Importance. % Very Important % Important Total Favorable Importance % Very Satisfied % Satisfied Total Favorable Satisfaction Time Off programs Medical Dental Vision Prescriptions Life Insurance Deferred Compensation Training Wellness EAP Rewards Tuition Reimbursement Annual Leave Exchange Pinellas Federal Credit Union You Decide Discount Program % report don't use 57% report not using benefit 54% report don't use benefit 58% report not a member 45% report don't use benefit

32 2018 Benefits Satisfaction Survey February 6, 2018 The following graph shows the respondents rating of importance versus satisfaction. 120% Importance vs. Satisfaction 100% 80% 60% 40% 20% 98.45% 96.48% 93.08% 86.81% 86.65% 84.61% 76.23% 84.42% 69.88% 79.38% 71.85% 61.10% 61.38% 55.94% 60.86% 57.59% 61.33%63.54% 59.83% 54.80% 51.57% 45.92% 52.87% 40.12% 34.55% 32.72% 38.40% 31.05% 30.77% 30.56% 0% Important/Very Important Satisfied/Very Satisfied Paid Time Off Comment Section Review (241 comments) There were at least 37 mentions sick leave, employees preferring to have a sick leave bank rather than have to use annual leave (perceived as vacation leave). Unscheduled leave was often mentioned as was the Presidents Day In-Service Day. Many felt that it should be a time off holiday. Many cited child care issues since their children have the day off from school. There were some comments both for an against the recent change around Personal Days. The rate of accrual of annual leave was another popular topic, especially for new employees and also with regard to the classified versus exempt rates. Medical Plan Comment Section Review (318 comments) Costs and coverage topic areas dominated the comments section, including the increased emergency room copay amount. Also many seem to think the medical plan is difficult to understand. Confusion remains over the difference between the 3% pay increases and percent increases in medical premiums.

33 2018 Benefits Satisfaction Survey February 6, 2018 Dental Plan Comment Section Review (298 comments) Most responders noted the plan is sufficient for minor procedures but the coverage is poor and therefore the employees out of pocket expenses are very high for major things like root canals, crowns, surgery, and implants. Several indicated they have put off treatment due to costs. There were also many comments about difficulty finding suitable participating providers especially with the free plan.

34 Pinellas County Benefits Inventory The following list outlines benefits coverage through the Pinellas County Health Fund. Benefit Health Plan Non Health Plan Health Insurance Prescription Coverage Vision Insurance EAP/Behavioral Health Dental Insurance Life Insurance Flexible Spending Accounts Short-term Disability Long-term Disability Wellness Incentives Wellness Center Annual Leave Personal Days Paid Holidays Floating Holidays Military Leave Funeral Leave Jury Duty Family & Medical Leave Act (FMLA) Leave Florida Retirement System Deferred Compensation Tuition Reimbursement Training Classes Employee Discounts Rewards Program/Service Awards Suggestion Awards Credit Union 11/30/18

35 IV.2. Appeal Procedures for Classification Downgrades Related to the 2018 Evergreen Classification and Compensation Study Classified employees who have had their positions downgraded due to the implementation of the 2018 Evergreen Classification and Compensation Study may appeal the determination as outlined in this procedure. Downward reclassifications associated with the implementation of the Evergreen Classification and Compensation Study completed in 2018 shall be defined as a classification or pay grade allocation change for which the maximum pay rate of the pay grade is lower than the maximum pay rate of the position s previous pay grade. Appeal Steps: 1. Request for Secondary Review by Evergreen Consultants Employees may request Evergreen to complete a second review of their positions if they disagree with the established classification or associated pay grade. Requests for review from Evergreen must be submitted using the form found at no later than September 24, This step is required for an employee to proceed through further steps of this appeal procedure. 2. If an employee is not satisfied with the outcome of Evergreen s review, he or she may, within 15 calendar days of receiving Evergreen s response, request an informal hearing with the Director of Human Resources, or the Director s designee(s). The Director will attempt to schedule the informal hearing within 45 days of receiving the request. 3. If, after an informal hearing before the Director (or designee), the employee is still not satisfied with the reclassification or pay grade determination, he or she may, within 15 calendar days of receiving the Director s response, request an opportunity to be heard by the Unified Personnel Board in accordance with Section 12 of the Appeal Procedures of the Pinellas County Unified Personnel Board. 9/6/18

36 V.1. Human Resources Director Action Taken Under Authority Delegated by the Unified Personnel Board The Human Resources Director, having been granted delegated authority to act on behalf of the Unified Personnel Board, has taken the following action from October 14, 2018 through November 24, ADDITION SPEC NO TITLE Assistant Manager, CCC EEO4 CODE Professionals OT CODE Exempt PG 150 REVISIONS SPEC NO CLASSIFICATION Building Plans Examiner Environmental Specialist 3 Market Intelligence Specialist Tax Technician 2 Tax Technician 3 PAY GRADE C26 C26 P2 C19 C20 SPEC NO DELETIONS TITLE Assistant Manager, Circuit Civil Court Records Assistant Manager, County Civil Court Records Assistant Manager, Criminal Court Records Assistant Manager, Criminal Customer Services Assistant Manager, Printing Services Assistant Manager, Recording Services Assistant Manager, Records Management PG

37 Human Resources Director Action Taken Under Authority Delegated by the Unified Personnel Board Page 2 EVERGREEN STUDY - REVISIONS SPEC NO. CLASSIFICATION PAY GRADE Database Analyst C Geographic Base Analyst C Geographic Base Technical Coordinator C MSAG Analyst C Public Safety Center Supervisor 1 C Public Safety Center Supervisor 2 C Public Safety Telecommunicator 1 C Public Safety Telecommunicator 2 C Public Safety Telecommunicator 3 C Quality Assurance Specialist C Radio Communications Analyst C Radio Systems Administrator C Records Technician C Abstractor, Senior C Accountant 1 C Accountant 2 C Accounting & Finance Technician C Accounting Manager 1 C Accounting Services Coordinator C Accounting Specialist C Accounting Supervisor 1 C Administrative Support Specialist 1 C Administrative Support Specialist 2 C Airport Fire Chief C Airport Fire Lieutenant F Airport Firefighter F Airport Operations Supervisor C Airport Traffic Assistant C Ambulance Billing Compliance Officer C Animal Care Assistant C Animal Care Supervisor C Animal Control Officer 1 C Animal Control Officer 2 C Animal Control Officer 3 C Animal Services Representative C Application Support Analyst C Aquatics Program Supervisor C Asset Management Support Specialist C Automotive Equipment Operator 1 C Automotive Equipment Operator 2 C Board Reporter C Board Reporter, Senior C Broadcast Engineering Specialist C Building Division Chief C Building Inspector 1 C Building Inspector 2 C Building Inspector 3 C Building Permit Technician 1 C Building Permit Technician 2 C17

38 Human Resources Director Action Taken Under Authority Delegated by the Unified Personnel Board Page 3 EVERGREEN STUDY - REVISIONS (continued) SPEC NO. CLASSIFICATION PAY GRADE Building Plans Examiner C Building Services Specialist C Business Assistant Specialist 1 C Business Assistant Specialist 2 C Business Assistant Specialist 3 C Business Support Specialist 1 C Business Support Specialist 2 C Business Systems/Quality Review Coordinator C Chemist 1 C Chemist 2 C Chemist 3 C Chief Park Ranger C Claims Adjuster 1 C Claims Adjuster 2 C Claims Case Manager, RN C Clerk s Accounting Supervisor C Clerk s Reporting Support Specialist 2 C Code Enforcement Officer 1 C Code Enforcement Officer 2 C Code Enforcement Specialist C Code Enforcement Supervisor C Community Development Specialist 2 C Community Development Specialist 3 C Community Development Specialist 4 C Community Health Nurse C Community Outreach & Customer Service Coordinator C Computer Systems Specialist C Consumer Protection Investigator 1 C Consumer Protection Investigator 2 C Contract Administration Coordinator 1 C Contract Administration Coordinator 2 C Contract Services Specialist 1 C Contract Services Specialist 2 C Contractors Certification Field Investigator C Court Clerk 1 C Court Clerk 2 C Court Clerk Supervisor C Court Evidence Specialist C Court Records Supervisor C Craftworker 1 C Craftworker 2 C Crew Chief 1 C Crew Chief 2 C Curator of Collections C Curator of Education C Customer Information Center Specialist 1 C Customer Information Center Specialist 2 C Customer Service Technician C Customer Services Analyst C Customer Services Specialist C Customer Services Supervisor C26

39 Human Resources Director Action Taken Under Authority Delegated by the Unified Personnel Board Page 4 EVERGREEN STUDY - REVISIONS (continued) SPEC NO. CLASSIFICATION PAY GRADE Deed Specialist C Department Computer Support Specialist 1 C Department Computer Support Specialist 2 C Department Computer Support Technician C Departmental GIS Application Specialist C Departmental Training Specialist C Desktop Publishing Technician C Development Review Services Permit Section Supervisor C Development Review Services Specialist C Development Review Services Specialist, Lead C DRS Plans Coordinator C Education Coordinator C Education Support Specialist C Elections Aide C Electrical Inspector 1 C Electrical Inspector 2 C Electrical Inspector 3 C Electrical/Mechanical Technician 1 C Electrical/Mechanical Technician 2 C Electrical/Mechanical Technician, Senior C Electrician 1 C Electrician 2 C Electronic Equipment Technician 1 C Electronic Equipment Technician 2 C Electronic Equipment Technician 3 C Electronics Specialist 1 C Electronics Specialist 2 C Emergency Management Coordinator 1 C Emergency Management Coordinator 2 C Emergency Management Specialist C Engineering Specialist 1 C Engineering Specialist 2 C Engineering Technician 1 C Engineering Technician 2 C Entomology Assistant C Entomology Technician C Environmental Program Manager 1 C Environmental Program Manager 2 C Environmental Specialist 1 C Environmental Specialist 2 C Environmental Specialist 3 C Equal Opportunity Coordinator 1 C Equal Opportunity Coordinator 2 C Equal Opportunity Specialist C Equal Opportunity Technician C Equipment Operator, Senior C Exemptions Auditor C Extension Specialist C Extension Specialist, Senior C Facility Manager 1 C Field Inspector 1 C20

40 Human Resources Director Action Taken Under Authority Delegated by the Unified Personnel Board Page 5 EVERGREEN STUDY - REVISIONS (continued) SPEC NO. CLASSIFICATION PAY GRADE Field Inspector 2 C Field Inspector 3 C Field Operations Supervisor C Finance & Accounting Analyst 1 C Finance & Accounting Analyst 2 C Finance Operations Analyst C Finance Operations Assistant Supervisor CCC C Finance Operations Clerk C Finance Operations Specialist C Finance Operations Supervisor CCC C Finance Operations Technician C Fiscal Records Specialist C Fiscal Records Specialist, Senior C Fleet Fuel Systems Specialist C Fleet Mechanic C Fleet Mechanic Supervisor C Fleet Mechanic/Electro-Mechanical C Fleet Parts Clerk C Fleet Service Coordinator C Floodplain Coordinator C General Support Worker C GIS Analyst C GIS Cadastralist 1 C GIS Cadastralist 2 C GIS Cadastralist 3 C Grant Worker A C Grant Worker B C Graphic Designer, Senior C Helicopter Pilot C Horticulture Specialist C Horticulture Field Inspector C Human Services Case Manager 1 C Human Services Case Manager 2 C Human Services Eligibility Specialist C Human Services Program Analyst C Human Services Program Manager C HVAC Mechanic C Insurance Analyst C Insurance Technician C Inventory Manager C Jury Coordinator C Justice Programs Analyst C Laboratory Information Management System DBA C Laboratory Technician C Land Survey Support Specialist C Land Survey Technician 1 C Land Survey Technician 2 C Land Survey Technician 3 C Law Enforcement Telecommunicator C Legal Secretary C Lifeguard C13

41 Human Resources Director Action Taken Under Authority Delegated by the Unified Personnel Board Page 6 EVERGREEN STUDY - REVISIONS (continued) SPEC NO. CLASSIFICATION PAY GRADE Lifeguard, Senior C Mail Clerk C Mail Courier C Mail Services Supervisor C Maintenance 1 C Maintenance 2 C Maintenance Crew Leader C Maintenance Supervisor C Management Intern C Marine Construction Inspector C Master Control Specialist 1 C Master Control Specialist 2 C Mechanical Inspector 1 C Mechanical Inspector 2 C Mechanical Inspector 3 C Medical Billing Specialist C Meter Reader 1 C Meter Reader 2 C Meter Reader 3 C Museum Specialist C Network Technician Supervisor C Network Technician, Senior C Office Assistant C Office Specialist 1 C Office Specialist 2 C Operations Maintenance Mechanic C Operations Manager C Operations Manager Assistant C PAO Appraiser 1 C PAO Appraiser 2 C PAO Appraiser 3 C PAO Appraiser 4 C PAO Exemptions Specialist C PAO Exemptions Technician C Paralegal C Park Ranger 1 C Park Ranger 2 C Park Ranger 3 C Park Supervisor C Park/Preserve Maintenance Worker C Planner C Planner 1 C Planner 2 C Planner 3 C Planner 4 C Planning Analyst C Planning Program Specialist C Planning Technician C Plumbing Inspector 1 C Plumbing Inspector 2 C Plumbing Inspector 3 C26

42 Human Resources Director Action Taken Under Authority Delegated by the Unified Personnel Board Page 7 EVERGREEN STUDY - REVISIONS (continued) SPEC NO. CLASSIFICATION PAY GRADE Preserve Supervisor C Principal Planner C Printing Equipment Operator 1 C Printing Equipment Operator 2 C Printshop Production Supervisor C Probate Audit Supervisor C Probate Audit Specialist, Senior C Procurement Analyst Assistant C Procurement Analyst Coordinator C Procurement Analyst, Lead C Program Planner C Programmer/Analyst 1 C Programmer/Analyst 2 C Programmer/Analyst 3 C Project Management Specialist 1 C Project Management Specialist 2 C Property & Stores Clerk 1 C Property & Stores Clerk 2 C Property & Stores Clerk 3 C Property Records Assistant C Property Records Specialist C Property Records Supervisor C Property Records Technician C Public Information Specialist C Public Works Operations Field Coordinator, Senior C Public Works Research Technician 1 C Public Works Research Technician 2 C Purchasing Support Specialist C Purchasing Systems Specialist C Real Property Specialist 1 C Real Property Specialist 2 C Real Property Technician C Records Management Analyst C Records Management Technician C Records Specialist 1 C Records Specialist 2 C Records Specialist 3 C Records Specialist Supervisor C Records Specialist, Senior C Revenue Management Supervisor 1 C Revenue Management Supervisor 2 C Risk Management Specialist 1 C Risk Management Specialist 2 C Safety Specialist C SCADA Support Coordinator C Scalehouse Services Specialist 1 C Scalehouse Services Specialist 2 C Senior Developer GIS C Solid Waste Compliance Inspector C Solid Waste Program Assistant C Solid Waste Program Coordinator C25

43 Human Resources Director Action Taken Under Authority Delegated by the Unified Personnel Board Page 8 EVERGREEN STUDY - REVISIONS (continued) SPEC NO. CLASSIFICATION PAY GRADE Solid Waste Program Manager C Solid Waste Program Supervisor C Solid Waste Specialist C Solid Waste Technician C Special Projects Assistant A C Special Projects Assistant B C Spray Technician 1 C Spray Technician 2 C Systems Support Analyst C Tax Collector Administrative Assistant C Tax Collector Audit Compliance Specialist C Tax Collector Property & Distribution Clerk C Tax Collector Supervisor C Tax Collector Training Specialist C Tax Technician 2 C Tax Technician 3 C Technical Director C Technology Systems Coordinator C Tire Technician C Trades/Field Services Supervisor C Trades/Field Services Worker C Traffic Control Monitor C Traffic Signal Technician 1 C Traffic Signal Technician 2 C Traffic Signal Technician 3 C Traffic Technician 1 C Traffic Technician 2 C Traffic Technician 3 C Trainee Under-Fill A C Trainee Under-Fill B C Transportation Systems Technician 2 C Transportation Systems Technician 3 C Tree Trimmer 1 C Tree Trimmer 2 C Utilities Maintenance Specialist 1 C Utilities Maintenance Specialist 2 C Utilities Maintenance Specialist 3 C Utilities Maintenance Specialist 4 C Utilities Maintenance Worker C Utilities Warehouse Supervisor C Veterans Services Officer 1 C Veterans Services Officer 2 C Veterinary Technician C Video Specialist C Water Conservation Compliance Officer C Water Conservation Coordinator C Water Quality Management Specialist 1 C Water Quality Management Specialist 2 C Water Quality Management Specialist 3 C Water Quality Technician C Water/Wastewater Plant Operator 1 C21

44 Human Resources Director Action Taken Under Authority Delegated by the Unified Personnel Board Page 9 EVERGREEN STUDY - REVISIONS (continued) SPEC NO. CLASSIFICATION PAY GRADE Water/Wastewater Plant Operator 2 C Water/Wastewater Plant Operator 3 C Water/Wastewater Plant Operator Trainee C Water/Wastewater Plant Operator Chief C Welder Fabricator C Work Planning Coordinator C19

45 2018 Classification and Compensation Study Phase 1 Implementation, Classified Metrics, December 3, 2018 V.2. Secondary Review Requests by Type Total Requests Pay Grade Concern Classification Concern Both Class & Grade The number of employees with a downward movement that submitted a request for a secondary review. Explanation Category SECONDARY REVIEWS # of Requests % of Requests Change in duties since JAT % Internal Equity Adjustment % Current classification covers duties % Not supported by the data collected % Insufficient Information % Individual Pay Level Concern % Temporary Duties 3 0.6% Total 523

46 V.4. Prepared by Charles Toney, EAC Chair Employees Advisory Council Delegate Meeting Minutes Extension Services, Ulmerton Road, Largo, FL Thursday, September 27, 2018, 8:00 a.m. 10:00 a.m. Call to Order The EAC Delegate meeting was called to order at 8:05 a.m. by Chair, Charles Toney. APPROVED BY THE EAC EAC Updates Elections for EAC Representatives have begun with nominations and continuing in November with voting conducted electronically through Survey Monkey. The areas to elect representatives include: BCC Group III, BCC Group IV, BCC Group V, BCC Group VII, Other Appointing Authorities, Tax Collector, and Clerk-South. Charles highlighted the updates from the Personnel Board meeting. The Classification & Compensation Study was approved without further changes to the Personnel Rules, and a Merit Pay Committee has been formed with Meagan Decker representing Human Resources. The joint EAC / AA meeting is coming up on Comments from Holly Schoenherr, Director of Human Resources There are issues with the Classification & Compensation Study changes concerning Crew Chief I and II classifications. There have been 525 requests for a secondary review by Evergreen. Annual Enrollment for benefits begins November 1st. Increase in health plan premium of 8% due to increased health care costs. A survey was provided by HR to assess the communications concerning the Classification & Compensation Study. Guest Speaker Julie Marcus, Deputy Supervisor of Elections Upcoming elections October 9th is the cut-off for voter registration for the November elections. Mail-in ballots can be tracked at votepinellas.com. Guest Speaker Mike Twitty, Property Appraiser Importance of items on the November elections ballot. Additional homestead exemptions. Restrictions on the ability to tax non-residential properties with current assessed values. A reduction in tax revenues will occur if these items are approved by the voters. Special Guest Mark Woodard County Administrator Mr. Woodard is retiring and this was the last time he will address the EAC Delegates group. His time in the FRS DROP is coming to an end. He originally entered DROP due to upper management s direction at that time then that management left. He encouraged the employees to be optimistic about the future, and continuing to be the Standard of Public Service in America. Lisa Arispe* Donna Beim* Linda Cahill* Richard Carvale* Leena Delli Paoli* Bill Gorman* Clare McGrane* Doris McHugh* Marion Nuraj* Alicia Parinello* Randy Rose* Mario Rugghia* Charles Toney* Jackie Warr* *EAC Representatives in attendance at this meeting.

47 Employees Advisory Council Representative Meeting Minutes County Office Annex, Room 429, Clearwater, FL Wednesday, October 17, 2:30 p.m. 4:30 p.m. Prepared by Charles Toney, EAC Chair APPROVED BY THE EAC Call to Order The EAC Representative meeting was called to order at 2:30 p.m. by Chair, Charles Toney. Charles asked all in attendance EAC, Human Resources, and guests to please sign in so this record will show the interaction for Personnel Board members review. Introductions Henry Gomez will be filling in for Mario Rugghia as EAC Representative for BCC Group I. Approval of Minutes The EAC Representatives minutes for September 19, 2018 were approved by Donna Beim, seconded by Lisa Arispe. The Merit Pay Committee minutes for September 19, 2018 were approved prior at that meeting. Comments from Holly Schoenherr, Director of Human Resources Irena Karolak was promoted to Human Resources Officer, position previously held by Tim Closterman who now works for the Supervisor of Elections. Holly asked if anyone had comments on the updated Drug-Free Workplace Policy. No comments or questions made. This policy was updated due to grant requirements for Forward Pinellas. Holly presented the Pay Policy Report from Evergreen and asked for any comments or questions. Discussion ensued on how to implement a merit pay system to quantify what each employee in each department is doing. Henry Gomez spoke on licenses needed for positions and those that go above and beyond getting more done, showing initiative in getting higher licenses than required. Charles questioned several comments contained in the Evergreen Pay Policy Report. The County does not have a merit system in place, the budget statement in the report is an opinion not specific to Pinellas County, it is important to keep the general increase and bring back the merit pay plan. Holly will bring the corrections on the crew chief positions to the Personnel Board at the November 1, 2018 meeting. Discussion on the reviews by Evergreen. Health care benefits were discussed. The difference between declining and opting out of health care insurance. There are less than 200 employees that opt out. Terri Wallace spoke on the wellness incentives and stated they are based on the consultant recommendations. It was brought up by Leena Delli Paoli, the Weight Watchers Program actually holds the employee accountable, where they have to weigh in, not just filling out a survey, or the fruit and veggie challenge online. Annual Enrollment for benefits is in process with a deadline of for completion.

48 Committee Reports Advocate Committee - nothing to report at this time. Legislative Committee - nothing to report at this time. Suggestion Awards Committee - nothing to report at this time. Merit Pay Committee Meagan Decker - HR representative on the committee provided information on merit based systems being used in other areas for our review. The committee discussed the previously used merit pay system and will look at examples of the way it was used in the past and suggested changes for current situation use. The 100 point spread in each category could be divided by four and merit awarded at 0.25% increments. The intent is to have a draft merit pay plan to the Appointing Authorities for review so that funds for merit pay can be included in the 2019/2020 budget. Old Business The EAC unanimously agreed to go forward with requesting the formation of a Benefits Advisory Committee. A letter will be drafted by the EAC to the BCC. Henry s term was discussed in taking over for Mario Rugghia that is leaving the council. Total Rewards Manager position is going out for the 4 th time to fill the vacant position. s are allowed to be sent on the EAC Elections as long as approved by the Appointing Authority and following County policy. The joint AA/EAC meeting held on October 15, 2018 was discussed. Stand by pay, taking vehicles home, and / or out of the County was also discussed. New Business Bill Shulz one of the two EAC Appointees to the Personnel Board has indicated that he will remain on the Board for Charles asked for recommendations on speakers for the 2019 Delegate meetings. Several of the Appointing Authorities signed up at the joint AA/EAC meeting. It was suggested to have an update from the Pinellas County response team that assisted in the Panhandle after the hurricane. Lisa Arispe* Donna Beim* Linda Cahill Richard Carvale* Leena Delli Paoli* Bill Gorman* Clare McGrane Doris McHugh* Marion Nuraj Alicia Parinello* Randy Rose* Mario Rugghia Charles Toney* Jackie Warr* *EAC Representatives in attendance at this meeting. Lisa Velazquez attended for Marion Nuraj.

49 V\C' Employees' Advisory Council ~~~~ ~. 1olt to continually improve the Pinellas County classified employees' quality of work life APPROVED BY THE COMMITTEE ON 11/14/18 Employees Advisory Council Merit Pay Committee Meeting Minutes County Office Annex, Room 429, Clearwater, Florida Wednesday, October 17, 2018, 1:15 p.m. - 2:15 p.m. Prepared by Charles Toney 1. Call to Order 2. Introductions - Committee open to all EAC Representatives Present: Richard Carvale, Randy Rose, Lisa Arispe, Linda Cahill, Charles Toney - Human Resources Representative Meagan Decker 3. Approval of Minutes EAC Merit Pay Committee minutes motion to approve: Richard Carvale, 2 nd : Linda Cahill. Minutes approved. 4. Objective - Develop a merit based pay system to forward to Human Resources, Appointing Authorities including the County Administrator, and Personnel Board for consideration. 5. Discussion - The committee discussed the previously used merit pay system and will look at examples of the way it was use in the past and suggested changes for current situation use. - Employees should be able to achieve or be close to mid-point (market pay for satisfactorily performing the job) of their pay grade within five years. - Out of the box suggestion - Employee self-funding merit pay retain an ongoing % of suggestion awards continued cost savings, capture a % of non-tax county income (fertilizer, real estate, energy, etc.) - Review previously used points / weighted merit based pay system. Reviewed the 400 point System - < 100 needs attention no merit, Good 0-1% merit, Very Good 1-2% merit, Excellent 2-3% merit. The 100 point spread in each category could be divided by four and merit awarded at 0.25% increments. - Meagan will take a look at merit pay systems being used by other organizations.

50 6. Action Items - Definition of merit pay - What is the cost of NOT having a merit pay system? increased turnover, repetitive hiring, increased time for training, - What is the cost of replacing an employee? This is the value added worth to keep an employee that is performing the job duties in a satisfactory manner. - Review previously used points / weighted merit based pay system. Examples of old form with impact and performance rating numbers in process. 7. Other Items to Consider Reminder Clerk of the Court budgeting all / any recommendations are to include Clerk of the Court personnel and a method for funding. Lisa Arispe* Richard Carvale* Linda Cahill* Bill Gorman Donna Beim* Clare McGrane* Doris McHugh Alicia Parinello* Randy Rose* Mario Rugghia Leena Delli Paoli* Charles Toney* Jackie Warr* Marion Nuraj *EAC Representatives in attendance at this meeting.

51 APPROVED BY THE EAC Employees Advisory Council & Appointing Authorities Joint Meeting Minutes 14 S. Fort Harrison, Ave., 4th Floor, Utilities Building Room 404, Clearwater Monday, October 15, 2018, 9:00 a.m. to 10:00 a.m. Prepared by Charles Toney, EAC Chair Meeting was called to order at 9:05 am by Charles Toney, EAC Chair. Introductions: EAC Representatives, Appointing Authorities (AA s), and others in attendance introduced themselves. Charles presented a birthday card to Paul Valenti and thank you / retirement card to Mark Woodard. A sign-up sheet was passed around for the opportunity to speak at the upcoming EAC Delegates meetings for Charles thanked the Appointing Authorities, Human Resources and others for providing presentations at the 2018 EAC Delegate meetings and stated this interaction is appreciated and well received by the employees. Respectful Workplace Behavior / Anti-Bullying Policy: led by Charles Toney A suggestion was presented for consideration to move the administration of the Respectful Workplace Behavior / Anti-Bullying Policy from Employee Relations in Human Resources to the Office of Human Rights due to the level of expertise within their organization and the complexity of these issues when deciding what complaints would be handled under the harassment laws vs. the Respectful Workplace Behavior / Anti-Bullying Policy. Benefits: led by Lisa Arispe Lisa presented a suggestion to form a Benefits Advisory Committee in order to provide input from all levels of the County organization. Any changes to the benefits affects all employees and should have a committee to determine on a yearly basis if any changes are necessary and to look at the overall benefits package as a whole. A listing was provided to the group showing examples of other municipal organizations that are utilizing this type of committee for review of benefit changes. The initial thought on this committee was to have discussion mainly on health benefits. Ken Burke commented that this committee should take a look at all of the employee benefits. The AA s were in agreement to the forming of such a committee. Mark Woodard suggested having a retired employee on the committee as the benefits also have an impact on retirees. He asked if any of the AA s were opposed to him bringing this to the Board of County Commissioners for approval to form this committee. No negative response from the AA s. Parental Leave: This topic was brought up at the joint EAC / AA meeting one year ago. Many employers in the Tampa Bay area are allowing parents paid leave time in cases of birth or adoption of a child. Pinellas County should be competitive with other employers in an effort to entice and retain employees. Human Resources has been gathering information and will discuss recommendations in 2019.

52 Total Leave Addition of Floating Holidays: led by Jackie Warr and Alicia Parinello Information was provided to the group showing the total leave available to Pinellas County employees as compared to other peer organizations. The initial thoughts when gathering this information was to assist new employees in situations where there was not sufficient leave accrued to cover emergency leave needs. The addition of two Floating Holidays will help with those situations. The information gathered also shows that Pinellas County employees are accruing less total leave than several of our peer organizations. It was noted that several of the peer organizations total leave includes a separate sick accrual leave which averages about 96 hours that Pinellas County employees do not have. Many new employees do not want to take time off without pay if they are sick or a family emergency arises. The EAC is in favor of keeping the current single leave bank as opposed to the combination of separate vacation and sick leave time. Even with the addition of two Floating Holidays, Pinellas County is still behind several of our peer organizations in total leave time available. The additional Floating Holiday time is recommended because it is use it or lose it, does not carry over to the next year, would not accumulate over time, and would not have the same impact on the budget as accrued annual leave. The following is a listing of recommendations for changes to the Pinellas County Floating Holidays: Add two Floating Holidays for all employees. The committee discussed the addition of Floating Holidays during the first two years of service. This was to provide the needed emergency time at the beginning of the employee s career when there is little annual leave time accrued. The additional Floating Holidays for all employees will take care of this issue. The addition of Floating Holidays will bring Pinellas County s total leave closer to other area government employers accruals and will benefit in the recruitment and retention of employees. Make the Personal Days and Floating Holidays available to new employees, with the following: Divide the Personal Days and Floating Holidays on a straight six month calendar basis during the first year of service, award all if hired prior to June 30 th and half if hired after June 30 th. Allow carry over of Personal Days and Floating Holidays for new employees, during the first year of service only, whose employment started from June 1 st December 31 st. Ken Burke commented that it seems like this benefit would be good to have the Benefits Advisory Committee review. Other comments included the added desire of employees of having a selfmanaged total leave bank and the complexity of accounting for the peer group s sick leave banks with regards to carry over of sick leave to vacation leave and payout of accrued sick leave. Merit Pay: led by Charles Toney Merit increases continue to be an important topic brought to the EAC by employees. The EAC has formed a committee and is working with Human Resources representative Meagan Decker to gather information on merit pay systems. There seems to be turnover with newer employees due to no monetary rewards for their efforts. Good quality people are being hired but many are leaving in a year or two when their efforts are not rewarded. Some others that stay become unmotivated to put forth extra effort when currently, if there is a pay adjustment, everyone gets the same increase regardless of the effort put forth. The EAC has requested for several years that a system for a true merit based raise be implemented. The Merit Pay Committee has requested input on merit pay systems that are available. With no input on alternative systems, the committee is reviewing the merit pay system that was previously used by the County. This system was working in the past

53 and allowed weighted scores in several categories that are specific to the job being performed. The EAC does not consider a large % (previously 80+%) of the work force receiving some merit pay increase as a general increase like we are currently receiving. The EAC Merit Pay Committee intends to have a proposal for consideration at the spring 2019 joint EAC / AA meeting. Deborah Clark asked if merit pay was being looked at with the Evergreen Classification and Compensation study. Holly indicated the consultant has provided information that will be presented to the AA s at their meeting immediately following this meeting. Discussion ensued that the EAC should be included in the process of consideration of a merit pay system. Holly indicated that the information presented to the AA s will be shared with the EAC. Classification and Compensation Study: Group Discussion Charles noted that the time was now after 10:00 a.m. The AA s were asked if they were having any issues with the implementation of the Classification and Compensation study (C & C). There were several comments including issues with: compression, career ladders affected, and changes in position titles (Senior / Supervisor / Specialist III). Mark Woodard asked Canaan McCaslin to update with concerns from his office. Canaan stated concerns with the level of disclosure of information prior to the approval of the C & C Study approval and indicated that some of the issues that are being looked into now (including some incorrect calculations Crew Chief positons) could have been addressed prior to approval if the information had been provided with the opportunity for feedback from the employees. EAC commented that the employee classification crosswalk information was not made available at the employee level until it was presented to the Personnel Board for approval at the August 2 nd meeting, and became public record. It was also noted that the C & C study changes approved at the September 6 th Personnel Board meeting have created some organizational issues in respect to pay grades, requirements and duties of some positions compared to others in the County. Open Discussion: The 2019 EAC Delegate meeting presentation sign-up sheet was received with several dates filled. Meeting adjourned at 10:25 a.m. Lisa Arispe* Donna Beim* Linda Cahill* Richard Carvale* Leena Delli Paoli Bill Gorman* Clare McGrane Doris McHugh* Marion Nuraj Alicia Parinello* Randy Rose* Mario Rugghia Charles Toney* Jackie Warr* *EAC Representatives in attendance at this meeting.

54 Leadership Involves the I and the We NOVEMBER 2018 By the time we enter the workplace, we all have had plenty of exposure to messages about being part of a team as well as taking care of ourselves as individuals. Workplaces have cultures just like families, communities, social groups and countries have cultures. What is a healthy balance between acknowledging and appreciating individual differences and taking care of the organization as a whole? In leadership, acknowledging the gifts that each individual brings to the table is important, yet we also have to manage expectations of customers and employees. This is done through honoring good stewardship in the process of making decisions that are sound, responsible, and ethical and are in the best interest of the long term viability of the organization and those we serve. Take a look at the chart below food for thought: Topic Example Individual Collective Hiring Selecting top choice employee for position Person may be very strong technically and bring skills needed Does the individual align with the values sought for customer service? Will they work well with the team? Communication from Management Choice of sending s, having group meetings or individual conversations The manager may be more comfortable sending s During change, it is important for the wellbeing of employees to meet more face to face for opportunity to express concerns. Information Systems (IT) Selection of software for use by the workgroup/organization Latest/greatest is the choice of the person having to perform the function everyday What costs can we afford? How userfriendly and understandable is it for the layperson? How well supported is the software for troubleshooting? Field Equipment Selecting best tools for field workers Crew members differ in what they desire Make a choice that satisfies the outcomes needed with efficiency and effectiveness. The overall best decision may not satisfy all individuals. Training and Development Workgroup needs to develop competencies to support the desired service level. An individual may be ahead of, or behind the group. Tailor self-study or individual coaching. Group development can allow for varied learning styles. High performers can coach others. Performance Management/ Corrective Action Need consistency and equitable accountability Individual action taken may be more lenient or harsher than what has been the norm for the culture. Re-define acceptable performance including behaviors that support the culture you are trying to establish. One great challenge of leadership is balancing the respect for individuals with making the best choices for the organization and community. Teaching this balance results from modeling selfless decision-making and discussing tough topics with employees so that we keep overall service at the forefront in carrying out business needs that reinforce what s best for the collective wellbeing better known as servant leadership. Published by the Pinellas County Human Resources Department. Issues for previous months are found at