AGENDA. EAC I. Employees Advisory Council Representative

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1 I.1. Clearwater, Florida, March 2, 2017 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; Michael P. Schmidt, Board Reporter, Deputy Clerk; and other interested individuals. PLEDGE OF ALLEGIANCE AGENDA EAC I. Employees Advisory Council Representative UPB II. CONSENT AGENDA 1. Request Approval of the Minutes of the Regular Personnel Board Meeting held January 5, 2017 III. IV. NEW BUSINESS 1. Performance Standards Director of Human Resources A. Vision, Mission, and Values B. Performance Standards INFORMATIONAL ITEMS 1. Action Taken Under Authority Delegated by the Personnel Board 2. Other Informational Items Human Resources V. HR HIGHLIGHTS 1. HRIS Human Resources Information Systems CALL TO ORDER Chair Davis called the meeting to order at 6:30 P.M.; whereupon, he led the Pledge of Allegiance. 1

2 EMPLOYEES ADVISORY COUNCIL REPRESENTATIVE EAC Representative Charles Toney reported that Human Resources Manager Gene Pressoir, Office of Human Rights Director Paul Valenti, and three EAC representatives comprise a committee that has drafted an initial version of an anti-bullying and anti-favoritism policy; and that the committee members have determined that employee issues brought forward under such a policy would not be considered grievances, but would fall under the section titled Discipline within the Personal Rules; whereupon, he related that the draft is currently being reviewed by Human Resources and the County Attorney s Office; that the EAC and Appointing Authorities will hold a joint meeting toward the end of April; and that copies of the draft policy should be available to the UPB members by their May meeting. Mr. Toney stated that EAC Chair Lisa Arispe is involved with the panel that will evaluate the upcoming Classification and Compensation Study; whereupon, he indicated that the Board of County Commissioners (BCC) has requested that it be provided minutes of EAC meetings; and that Human Resources will provide those minutes upon their approval, and Mr. Dekle suggested that since the EAC minutes are not approved until the next meeting 30 days later, draft copies be sent to the BCC. CONSENT AGENDA APPROVED Minutes of regular meeting held January 5, 2017, approved. Motion - Mr. Dates Second - Mr. Walker Vote NEW BUSINESS Performance Standards Director of Human Resources Chair Davis indicated that preceding the arrival of Ms. Schoenherr, he and former Human Resources Director Peggy Rowe had been developing performance standards that the Appointing Authorities could use while writing evaluations of the Human Resources Director; and that he has requested that Ms. Schoenherr work with the Appointing Authorities and establish criteria for consideration by the members. 2

3 Ms. Schoenherr referred to two documents included in the members agenda packets, indicating that the first relates to the Vision, Mission, and Values of the Human Resources Department and was crafted following discussions with several stakeholder groups, including Human Resources staff, EAC members, and the Appointing Authorities; whereupon, referring to the second document titled Performance Standards Director of Human Resources, she indicated that because she serves at the pleasure of the Board, it is appropriate for a discussion to take place regarding the criteria on which she will be evaluated. Ms. Schoenherr related that she relied upon various sources to write the performance standards; and that even though departmental goals will change from year to year, the performance standards are anticipated to remain stable. In response to queries by the members, she presented information regarding the benefits of using a calendar year to set goals and report on accomplishments, and discussed how she will obtain Appointing Authority input regarding her future evaluations, and Chair Davis provided input. Ms. Vecchioli suggested that Ms. Schoenherr provide a self-evaluation as part of the overall evaluation process and, noting no objections from the members, Chair Davis requested that Ms. Schoenherr include the information as part of her Annual Report. Mr. Dekle related that even though some metrics are hard to measure in Human Resources, other metrics can be more easily determined, and asked Ms. Schoenherr how the members can offer her their support; whereupon, he moved, seconded by Ms. Dolsay and carried unanimously, that the Vision, Mission, and Values statements and the Performance Standards be approved. 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 attached and made a part of the minutes. In response to queries by Mr. Dekle, Human Resources Officer Jack Loring provided historical background information regarding the Business Technology Services (BTS) Department and Classified Service employees who had been reclassified to Exempt several years ago, and briefly discussed the Fair Labor Standards Act. 3

4 Other Informational Items Ms. Schoenherr reported that Carol Feskanin will begin employment as the new Benefits and Wellness Manager on March 6; and that the majority of her work experience has been in private industry; whereupon, she indicated that a Request for Proposals was let approximately two weeks ago with regard to the Classification and Compensation Study; that about a week is left for the vendors to bid; that a selection committee will review the proposals; and that the project is moving along as scheduled. The following miscellaneous information items were received for filing: 1. Minutes of the EAC Representative meeting of January 18, Minutes of the EAC Delegate meeting of January 26, News article titled Pension fund projections could be too rosy 4. Leadership Notes for January Training Calendars for February, March, and April 2017 HUMAN RESOURCES HIGHLIGHTS HRIS Human Resources Information Systems Christopher White discussed his BTS experience prior to becoming a Human Resources Officer, reporting that he has been overseeing Human Resources Information Systems for about four months; and that while HRIS was previously known as Records Admin, the department is moving away from merely managing records to managing information; whereupon, he conducted a PowerPoint Presentation titled HRIS, not just Records Admin, a copy of which has been filed and made a part of the record, and related that as a Center of Excellence, his department has the following responsibilities: Ensure Integrity of Self-Service Transactions Transactional Solution Provider Rule and Policy Experts Audit and Maintain HRMS Data Employee File Maintenance (ApplicationXtender) Source for Federal, State, and On-Demand Reports Facilitate Information Sharing Technology Driver and Support 4

5 Mr. White presented information regarding records administration and the increasing number of transactions processed; whereupon, he reported on additional duties of the department, including: Position Control Add, Delete, Edit, and Mass Moves Organization Maintenance Self-Service Page Personalization New Hire Onboard Processing Background Checks and Fingerprinting County ID System Assisting Customers In response to queries by Ms. Vecchioli and Mr. Dekle, Mr. White related that even though his area only manages the documents concerning the onboarding of newly-hired employees, other areas oversee the orientation process; and that documents signed by employees are scanned into ApplicationXtender and become part of their permanent files; whereupon, he discussed the measures taken by Human Resources and Business Technology Services to protect employee data. ADJOURNMENT The meeting was adjourned at 7:06 P.M. Chair 5

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