UNIFIED PERSONNEL BOARD AGENDA

Transcription

1 UNIFIED PERSONNEL BOARD AGENDA Date: July 6, 2017 Time: 6:30 p.m. Location: BCC Assembly Room, Fifth Floor, Pinellas County Courthouse 315 Court Street, Clearwater, Florida PLEDGE OF ALLEGIANCE EAC Personnel Board Employees Advisory Council Representative I. CONSENT AGENDA 1. Request Approval of the Minutes of the Regular Personnel Board Meeting held May 4, 2017 County Attorney II. NEW BUSINESS 1. Unified Personnel Board Termination Appeal Hearing Procedure Discussion Human Resources III. INFORMATIONAL ITEMS 1. Action Taken Under Authority Delegated by the Personnel Board 2. HR Director s Evaluation/Feedback Instruments 3. Other Informational Items Human Resources IV. HR HIGHLIGHTS 1. Classification & Compensation Study (see website) 2. Total Compensation Statements 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 I.1. Clearwater, Florida, May 4, 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: Ron Walker, Vice-Chair; James Dates; Louise Dolsay; William A. Schulz II; and Joan M. Vecchioli. Not Present: Ricardo Davis, Chair; and Keith C. Dekle. 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 Employees Advisory Council Representative UPB I. CONSENT AGENDA 1. Request Approval of the Minutes of the Regular Personnel Board Meeting held March 2, 2017 II. INFORMATIONAL ITEMS 1. Action Taken Under Authority Delegated by the Personnel Board 2. Proposed FY 2018 Human Resources Budget 3. Other Informational Items Human Resources III. HR HIGHLIGHTS 1. Workforce Strategy CALL TO ORDER Vice-Chair Walker called the meeting to order at 6:30 P.M.; whereupon, he led the Pledge of Allegiance. EMPLOYEES ADVISORY COUNCIL REPRESENTATIVE EAC Chair Lisa Arispe stated that an EAC/Appointing Authorities joint meeting took place last Friday, and provided meeting highlights. 1

3 May 4, 2017 Noting that annual leave accumulation does not increase after 20 years of service, Ms. Arispe reported that discussion took place regarding the prospect of providing employees an additional floating holiday upon reaching 20 years of service and three additional floating holidays upon attaining 30 years; and that further discussion will take place at the August joint meeting. In response to query by Ms. Vecchioli, she provided further information with respect to floating holidays, and related that the top two things employees want are more money and time off. Ms. Arispe reported that an anti-bullying policy has been in development over the past six or seven months; that it was a topic of discussion at last Friday s joint meeting; and that further discussion will take place at the August meeting. She related that another topic of discussion was in regard to employees donating blood on company time; and that a uniform policy is now in place; whereupon, she thanked Ms. Schoenherr for including an employee evaluation panel to provide input during the Classification and Compensation Study vendor selection process, and indicated that an employee survey is slated to take place in August. In response to comments and queries by Messrs. Dates and Schulz, Ms. Schoenherr related that various methods will be used to ensure confidentiality and privacy with regard to the employee survey; and that she would call it an employee satisfaction or engagement survey rather than a climate survey. CONSENT AGENDA APPROVED Minutes of regular meeting held March 2, 2017, approved. Motion - Mr. Schulz Second - Mr. Dates Vote 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. 2

4 May 4, 2017 Deviating from the agenda, Ms. Schoenherr introduced recently hired Benefits and Wellness Manager Carol Feskanin, who briefly discussed her work experience. Proposed Fiscal Year 2018 Human Resources Budget Ms. Schoenherr conducted a PowerPoint presentation titled Human Resources FY18 Budget, a copy of which has been filed and made a part of the record, and related that she will present the same information to the Board of County Commissioners on May 11, including the two decision package requests that are included in the members backup materials; whereupon, she discussed the purpose of the Unified Personnel System, the organizations that are served by the Human Resources Department, the transition and assessment activities that occurred during Fiscal Year 2016, and the establishment of a new direction in Fiscal Year Ms. Schoenherr presented information regarding the mission, vision, and values of Human Resources, the performance standards associated with the six Centers of Excellence, and the critical needs that are being addressed; whereupon, she indicated that her department s budget request meets the Fiscal Year 2018 target of $4,280,460; that the funding for the two decision packages is not included in that figure; and that she will be requesting additional funds for (1) two full-time Human Resources Business Partners, and (2) one full-time Contract Administration Coordinator to more effectively support County departments. During discussion and in response to comments and queries by Ms. Vecchioli and Mr. Dates, Ms. Schoenherr provided information regarding Human Resources team building activities and funding allocated for professional development; whereupon, Human Resources Managers Gene Pressoir and Tim Closterman discussed the budget target for Human Resources as set by the Office of Management and Budget and the number of staff pre- and post-recession. Other Informational Items The following miscellaneous information items were received for filing: 1. Minutes of the EAC Representative meetings of February 15 and March 15, Minutes of the EAC Delegate meeting of March 23, Leadership Notes for May Training Calendars for May, June, and July

5 May 4, 2017 HUMAN RESOURCES HIGHLIGHTS Workforce Strategy Referring to a PowerPoint presentation titled Workforce Strategy Overview, a copy of which has been filed and made a part of the record, Workforce Strategy Manager Bryan Cook provided an overview of the Workforce Strategy Center of Excellence, and discussed the following: Workforce Strategy Center of Excellence Team Composition Employment Team Responsibilities and Current and Completed Projects Employment Recruitment Statistics and Employment Statistics Classification and Compensation Team Functions, Responsibilities, and Processes and Projects Front Desk Responsibilities Workforce Strategy Projects During discussion and in response to queries by Ms. Vecchioli and Mr. Schulz, Mr. Cook provided information regarding Ban the Box, indicating that it is a campaign aimed at persuading employers to remove the checkbox from their employment applications that asks if applicants have a criminal record; whereupon, he discussed changes to the Pinellas County Government Employment Application with regard to the initiative, and related that banning the box allows ex-offenders to display their qualifications in the hiring process before being asked about their criminal records, and Mr. Dates provided input. In response to comments and queries by Mr. Dates, Mr. Cook presented historical background information with respect to the Classification and Compensation Study, indicating that even though the study is anticipated to take one year, it could take longer; whereupon, Ms. Schoenherr introduced members of the Workforce Strategy Team. ADJOURNMENT The meeting was adjourned at 7:42 P.M. Vice-Chair 4

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10 II.1. UPS Board Termination Appeal Hearing Procedure 1. No new documents may be considered unless approved by the Board. 2. Exceptions a. Maximum 10 minutes per exception by presenting party; b. Maximum 5 minutes per response. 3. Board Deliberation 4. Opening Statement: 10 minute limit per party (8-1(b) App. Rules). 5. Presentations: not to exceed 1 hour, Board may authorize additional time upon request considering the following: a. Time lost during cross examination; b. Time lost in response to objections; c. Time lost in response to questions from Board members; d. As needed to allow presenter opportunity to introduce facts, evidence or law in support of his/her position. 6. Cross examination: limited to scope of the presentation and not to exceed 30 minutes; additional time may be allowed based on the above 4(b), (c) and (d) considerations. 7. Rebuttal and Sur-rebuttal are limited to 15 minutes for each party. 8. Closing argument will be allowed only at the discretion of the Board and upon its request. In no case shall closing statements of any party exceed 10 minutes. 9. Board Deliberation.

11 III.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 April 16, 2017 through June 24, ADDITION SPEC EEO4 OT NO. TITLE CODE CODE PG Voter Outreach Manager Officials & Managers Exempt 150 TITLE CHANGES PRESENT RECOMMENDED SPEC NO. CLASSIFICATION CLASSIFICATION PG BDRS Code Enforcement Officer Code Enforcement Officer CL BDRS Code Enforcement Officer, Senior Code Enforcement Officer, Senior CL BDRS Code Enforcement Specialist Code Enforcement Specialist CL BDRS Code Enforcement Supervisor Code Enforcement Supervisor CL BDRS Division Manager Building Services Division Manager SM4a BDRS Environmental Program Manager DRS Environmental Program Manager CL BDRS Environmental Specialist DRS Environmental Specialist CL BDRS Plans Coordinator DRS Plans Coordinator CL DRS Code Enforcement Division Manager Code Enforcement Division Manager SM4a TITLE/PAY GRADE CHANGE PRESENT RECOMMENDED SPEC NO CLASSIFICATION PG CLASSIFICATION PG Agenda and Communications Coordinator P2 Agenda Coordinator P4

12 Human Resources Director Action Taken Under Authority Delegated by the Unified Personnel Board Page 2 PAY ADDITIVE MARKET DRIVEN SKILLS SUPPLEMENT (MDSS) DEPARTMENT OF SAFETY & EMERGENCY SERVICES REGIONAL 911 SPEC NO. TITLE PG Law Enforcement Telecommunicator CL Public Safety Telecommunicator 1 CL Public Safety Telecommunicator 2 CL Public Safety Telecommunicator 3 CL Public Safety Supervisor 1 CL Public Safety Supervisor 2 CL Public Safety Center Manager CL20 PAY ADDITIVE MARKET DRIVEN SKILLS SUPPLEMENT (MDSS) AIRPORT DEPARTMENT SPEC NO. TITLE PG Airport Firefighter CF10 REVISIONS SPEC NO. TITLE PG Airport Firefighter CF Deputy for Assessment Administration Deputy of GIS Lands Records Director, Building Services SM2a Land Survey Technician 1 CL Land Survey Technician 2 CL Land Survey Technician 3 CL Land Survey Support Specialist CL Solid Waste Specialist CL15 ESTABLISHING CAREER LADDER - PUBLIC WORKS Land Survey Technician 1 CL8 Land Survey Technician 2 CL12 Land Survey Technician 2 CL12 Land Survey Technician 3 CL14 Land Survey Technician 3 CL14 Land Survey Support Specialist CL17

13 III.2. HR Director Annual Performance Review Evaluation period: to Evaluator s Name PINELLAS COUNTY HUMAN RESOURCES VISION: To position Pinellas County Government as a top-choice employer in the Tampa Bay region. MISSION: Cultivate a diverse, talented, and engaged workforce prepared to effectively serve the citizens of Pinellas County. VALUES: Earn a reputation as a trusted solution partner through every interaction by demonstrating credibility, fairness, respect, and service. INSTRUCTIONS Each member of the Unified Personnel Board is asked to comment on the performance of the Director of Human Resources. Several resources are being provided in order to assist with this process, including: The Department of Human Resources Annual Report Feedback from Appointing Authorities regarding the HR Director s performance Results from the most recent Biennial Employee Survey On the following page, please document your assessment of the HR Director s strengths and suggested areas for improvement. You are also asked to provide an overall rating as follows: Needs Improvement: The incumbent does not consistently meet the performance expectations and/or demonstrates only a moderate level of proficiency in the required competency. Additional training or commitment is required. Meets Expectations: The incumbent consistently meets and may occasionally exceed performance expectations while demonstrating proficiency in the required competency. Exceeds Expectations: The incumbent consistently exceeds performance expectations while demonstrating a high level of proficiency in the required competency. When completed, please sign and date the form and forward it to. The results will be summarized and placed on the agenda at a future meeting. The individual forms, accompanying summary, and other agenda materials will be included in the public record.

14 HR Director Annual Performance Review Areas of Strength Suggested Areas for Improvement Additional Comments for the HR Director Overall Level of Performance Needs Improvement Meets Expectations Exceeds Expectations Evaluator s Signature Date Page 2

15 Appointing Authority Feedback Human Resources Director Annual Performance Feedback period: to Appointing Authority Name and Title: PINELLAS COUNTY HUMAN RESOURCES VISION: To position Pinellas County Government as a top-choice employer in the Tampa Bay region. MISSION: Cultivate a diverse, talented, and engaged workforce prepared to effectively serve the citizens of Pinellas County. VALUES: Earn a reputation as a trusted solution partner through every interaction by demonstrating credibility, fairness, respect, and service. INSTRUCTIONS The Unified Personnel Board invites feedback from Appointing Authorities regarding the effectiveness of the Human Resources Director. A copy of the Human Resources Annual Report has been provided as a resource. Appointing Authority feedback will be collected by the Human Resources Department and shared with each UPB member. This feedback form presents six program areas over which the Human Resources Director is responsible. Each item contains statements established by the Unified Personnel Board describing competencies or strategic goals related to that program area. For each area, use the scale below to indicate your feedback regarding the director s level of effectiveness. This form also contains the option of entering comments for each of the items. These comments may include responses to specific questions and any observations you believe appropriate and pertinent to share with the Personnel Board. 1 = Poor 2 = Fair 3 = Good 4 = Very Good 5 = Outstanding N/A = Not applicable or Not sure Please sign and date the form and forward it to the Human Resources Department by DATE. The results will be summarized and shared with Board members prior to their March meeting. The individual forms, accompanying summary, and other agenda materials will be included in the public record.

16 Rating Scale: 1 = Poor, 2 = Fair, 3 = Good, 4 = Very Good, 5 = Outstanding, N/A = Not Sure For the rater s convenience, the rating scale appears in the header on each of the following pages. SECTION 1: BEHAVIORAL COMPETENCIES 1 Considering the competencies listed, please note your score for each category in the space provided to the right of the category heading. 1. Leadership Rating: a. Leadership and navigation Navigates the organization and accomplishes HR goals; creates a compelling vision and mission for HR that aligns with the strategic direction and culture of the organization; leads and promotes organizational change; manages the implementation and execution of HR initiatives; and promotes the role of HR as a key business partner. b. Ethical practice Maintains high levels of personal and professional integrity; acts as an ethical agent who promotes core values, integrity and accountability throughout the organization. Comments related to this category. (Optional) 2. Interpersonal Rating: a. Relationship management Creates and maintains a network of professional contacts within and outside of the organization; builds and maintains relationships; works as an effective team member; and manages conflict while supporting the organization. b. Communication Effectively crafts and delivers concise and informative communications; and listens to and addresses the concerns of others. c. Cultural effectiveness Values and considers the perspectives and backgrounds of all parties and promotes a diverse and inclusive workplace. Comments related to this category. (Optional) 1 Source: Society for Human Resource Management (SHRM) Body of Competency and Knowledge, Page 2

17 Rating Scale: 1 = Poor, 2 = Fair, 3 = Good, 4 = Very Good, 5 = Outstanding, N/A = Not Sure 3. Organization Rating: a. Business acumen Understands the organization s operations, functions and external environment; applies business tools and analyses that inform HR initiatives and operations consistent with the overall strategic direction of the organization. b. Consultation Works with organizational stakeholders in evaluating business challenges and identifies opportunities for the design, implementation and evaluation of change initiatives; builds ongoing support for HR solutions that meet the changing needs of customers and the organization. c. Critical evaluation Collects and analyzes qualitative and quantitative data; and interprets and promotes findings that evaluate HR initiatives and informs business decisions and recommendations. Comments related to this category. (Optional) Page 3

18 Rating Scale: 1 = Poor, 2 = Fair, 3 = Good, 4 = Very Good, 5 = Outstanding, N/A = Not Sure SECTION 2: FOSTER AND DEVELOP PROGRAMS FOR THE IMPROVEMENT OF EMPLOYEE EFFECTIVENESS 2 1. Benefits and Wellness Rating: a. Deliver benefits programs that meet the needs of Appointing Authorities and their employees b. Provide benefits programs that lead to the attraction, retention, and motivation of employees c. Educate employees about benefits processes, plans, and annual enrollment information in a clear and timely manner Comments related to this category. (Optional) 2. Communications and Outreach Rating: a. Collect, understand, and respond to employee feedback in a timely manner to enhance trust and commitment to the organization b. Deliver reward and recognition programs that ensure the attraction, retention and motivation of employees Comments related to this category. (Optional) 3. HR Business Partners and Employee Relations Rating: a. Promote the benefits of a diverse and inclusive workforce b. Administer a performance management system that facilitates a fair evaluation of the workforce c. Deliver training, resources and guidance to support the performance management process d. Identify and develop internal talent to meet the short and long-term strategic objectives of the organization e. Actively partner with Appointing Authorities to project future hiring needs 2 Source: Performance Standards Director of Human Resources, February 24, 2017 Page 4

19 Rating Scale: 1 = Poor, 2 = Fair, 3 = Good, 4 = Very Good, 5 = Outstanding, N/A = Not Sure Comments related to this category. (Optional) 4. HR Information Systems and Records Administration Rating: a. Leverage technology to enhance the effectiveness and efficiency of HR services and solutions b. Prepare employees to use HR technology solutions Comments related to this category. (Optional) 5. Training and Development Rating: a. Understand the critical competencies for each role in the organization to support employee development b. Deliver training and development programs that support the short and long-term strategic objectives of the organization c. Prepare employees to work with diverse cultures and populations d. Deliver high quality training and development programs Comments related to this category. (Optional) Page 5

20 Rating Scale: 1 = Poor, 2 = Fair, 3 = Good, 4 = Very Good, 5 = Outstanding, N/A = Not Sure 6. Workforce Strategy Rating: a. Collaborate with Appointing Authorities to fill vacant positions in a timely manner b. Apply an understanding of open positions in order to recruit qualified candidates c. Recruit high quality candidates who have the required skills, experience, and capabilities to succeed in the organization d. Support managers during the onboarding process to help new employees quickly become active contributors to the department e. Develop and administer compensation programs that support the short and long-term strategic objectives of the organization f. Provide compensation plans that support the attraction, retention, and motivation of employees g. Educate employees on the way classification and compensation programs work in the Unified Personnel System Comments related to this category. (Optional) ADDITIONAL COMMENTS (optional) Thank you for providing feedback. Appointing Authority s Signature Date Page 6

21 III.3. Employees Advisory Council Representative Meeting Minutes County Office Annex, Room 429, Clearwater, FL Wednesday, April 19, 2017, 2:30 p.m. 4:30 p.m. APPROVED BY THE EAC Call to Order The EAC Representative meeting was called to order at 2:30 p.m. by Chair, Lisa Arispe. Jackie Warr joined the meeting representing the Property Appraiser s Office for Lisa Wright. Carl Brody, Senior Assistant County Attorney, was introduced. Carl represents the Personnel Board. Approval of Minutes Richard Carvale motioned to approve the EAC Representative Minutes for March 15, 2017 with amendments. The motion was seconded by Charles Toney. Donna Beim motioned to approve the EAC Delegate minutes for March 23, 2017 as written. The motion was seconded by Marion Nuraj. Comments from Holly Schoenherr, Director of Human Resources Holly mentioned there will be a bi-annual survey distributed to all classified employees in August. She requested the EAC to help encourage all employees to take part in the survey. The survey results will be provided to each Appointing Authority. For smaller departments, results will be combined so that responses are gathered together. This will help to avoid individuals being identified. Bryan Cook, Workforce Strategy Manager, provided an update on the Classification and Compensation Study. The selection committee selected Evergreen Solutions to conduct the study. Evergreen Solutions has conducted studies for a number of counties in Florida including many of the surrounding counties. The study for Pinellas County will be specifically developed to meet our needs and comply with the items agreed upon in the negotiation process. Evergreen has many software tools which will aid in gathering information from employees. Evergreen Solutions will also study the pay administration practices of Pinellas County. Currently we are waiting for the contract to be signed off by Evergreen Solutions, then Human Resources will begin to execute the contract. Lisa Arispe and Ashley Skubal were involved with the selection of this company to perform the study. The website is continually updated at Carol Feskanin, Benefits and Wellness Manager, has reviewed most of the benefits which were already under contract when she was hired in March. Carol mentioned that the flu season will cease as of April 30, Pinellas County follows the guidelines of the Centers for Disease Control (CDC) for determining the dates of the flu season. Several questions regarding the policy for reporting absences, providing doctor notes, etc. were asked. The Appointing Authorities set the policy for the departments they govern. The County does not have a policy to cover all employees. This subject will be discussed at the joint meeting of the EAC and Appointing Authorities on April 28, Ashley Skubal presented a question regarding the emergency room co-pay of $ and if it can be reduced back to $ As noted in a previous EAC meeting, the co-pay and other benefit design features will be reviewed toward the end of Another question was asked regarding co-pay for birth control pills. Ashley will provide the name and to Carol to contact the employee directly as it was an individual situation.

22 Old Business Respectful Workplace / Anti-Bullying Policy: The EAC Respectful Workplace / Anti-Bullying (RW/AB) Committee met on March 28 th and reviewed the suggested changes from the March 15 th EAC Rep meeting. A final draft of the proposed RW/AB Policy was discussed at today s meeting. Assistant County Attorney Carl Brody was in attendance to provide comment and clarification as needed. It was commented that the EAC does not agree with the County Attorney s Office opinion that the EAC should not be involved in the reporting of the behavior contained in the proposed policy. It was again pointed out that the EAC Bylaws provide wording for involvement with classified employees where there is evidence of unjust or unnecessary treatment. The final draft of the proposed RW/AB policy will be provided to the Appointing Authorities for their review along with a copy of the EAC Bylaws prior to the joint meeting on April 28 th. New Business Discussion regarding raises was mentioned. Below are the points and responses: Can raises be given to new employees after 6 months? Evergreen Solution will review during the study. Can an employee under disciplinary action be denied pay increases? Yes; however, the disciplinary action must be in writing. Will there be a catch-up of money for those employees who were employed during the pay freeze? No, employees in general were affected by the economy s downturn. How are annual leave exchange hours paid out? The schedule is according to the payroll calendar year. Can the remaining money targeted for the Classification and Compensation Study be put toward a fund for employees? There was $200,000 budgeted for the study and Evergreen Solutions is contracted for $149,000. Lisa asked for volunteers to open the discussion for topics to be presented at the joint meeting of the Appointing Authorities and EAC: 1. Respectful Workplace / Anti-Bullying 6Policy - Charles 2. Loyalty Days - Lisa 3. Role and Responsibilities of EAC Representatives and Delegates - Lisa 4. SAFE / Pay Increases - Randy 5. FACE Doris, Peg and Jackie 6. Blood Donations Ashley Adjourned Ashley Skubal made a motion to adjourn at 4:30. Linda Cahill seconded the motion. Lisa Arispe* Richard Carvale* Peg Poole* Linda Cahill* Bill Gorman* Donna Beim* Clare McGrane* Doris McHugh* Alicia Parinello* Randy Rose* Mario Rugghia Ashley Skubal* Charles Toney* Lisa Wright Marion Nuraj* *EAC Representatives in attendance at this meeting.

23 APPROVED BY THE EAC Employees Advisory Council & Appointing Authorities Meeting Minutes 310 Building, Planning Department, 2nd Floor Conference Room, Clearwater, FL Friday, April 28, 2017, 11:00 a.m. to 12:00 p.m. Meeting was called to order at 11:25 am by Lisa Arispe, EAC Chair. Introductions: Each EAC Representative and Appointing Authority introduced themselves. Jackie Warr represented the Property Appraiser s Office for Lisa Wright. Thomas Rohr represented the Property Appraiser for Mike Twitty. Doug Peat represented BTS for Marty Rose. Loyalty Days: As requested by Mark Woodard during the joint meeting held on April 20, 2016, Lisa Arispe provided the attached breakdown of employees by Appointing Authority who have been employed with Pinellas County for 20 years or more. Under the current Personnel Rules, accrual of vacation hours increases regularly up to 20 years of tenure after which there are no additional increases. The EAC is recommending additional floating holidays for employees showing loyalty by being tenured more than 20 years. The suggestion includes: 20 years = 1 day, 25 years = 2 days*, 30 years = 3 days (*The 2 extra floating holidays for employees tenured for at least 25 years is already in place). Ken Burke suggested a decision point for the additional days be made at the next Appointing Authority meeting in August If approved by Appointing Authorities and the Personnel Board, the loyalty days may be incorporated in FACE: Peg Poole and Doris McHugh surveyed the Appointing Authorities regarding their employee evaluation process versus using the FACE program. There are a wide variety of evaluation techniques being used, and some departments are not evaluating their employees at any time during the year. There should be consistency within the Unified Personnel System for evaluating all employees. Since the County paid for the FACE program, the question about the benefits the program offers for the departments using the system varies greatly among the Appointing Authorities. SAFE: Randy Rose approached the topic of a SAFE fund (Stabilization Account For Employees) being put in place for the benefit of the employees, especially if the economy incurs another downturn. A suggestion was for the County to use the funds generated by activities the County offers and place a % of that money into an account to subsidize any shortcomings. Perhaps the employees would be able to reap the benefits through salary increases from these extra resources offered to the community. Currently the Suggestion Awards Program pays for adopted suggestions one time, yet the County benefits from the suggestions over the years. Perhaps an ongoing % of the savings could be placed in a stabilization fund for future use. Mark Woodard stated that there is a reserve fund already in place. He offered to have Bill Berger from the Office of Management and Budget speak at an EAC meeting to explain the budget process.

24 Bullying Policy: During the October 14, 2016 joint meeting, Paul Valenti suggested creating an Anti-Bullying Committee. The committee which was formed included: Gene Pressoir, Paul Valenti, Mercedes Pearson, Peg Poole and Charles Toney. Prior to this joint meeting the draft of the Anti-Bullying / Respectful Workplace policy was provided to the Appointing Authorities for their review and discussion. Charles explained how the committee felt like a new policy needed to be developed because there are certain pockets of employees being bullied and have only one source for reporting the issues which is through their management or chain of command. By not outlining the different types of bullying and limiting the reporting options, employees are not reporting the issues. The draft includes the option for an employee to contact an EAC Representative to use as a reporting agent to Human Resources. Although the County Attorney s Office feels the EAC should not be involved with the reporting of bullying as described in the proposed policy, the EAC Bylaws reflect otherwise. Ken Burke suggested that this subject be discussed at the next Appointing Authority meeting in August Deborah Clark commented; what difference would it make who was involved as long as the bullying issues are reported and that the EAC should be allowed to assist in the reporting of incidences. Blood Donations: Ashley Skubal requested that the Appointing Authorities have a uniform policy for allowing employees to donate blood on County time. Some departments require their employees to use their lunch time or leave time to donate blood. Ken Burke announced that he has granted permission for his employees to be allowed County time to donate blood as long as it has been pre-scheduled through their supervisor. Mark Woodard stated he would allow his departments to donate blood on County time, and he would discuss this topic with his employees. Other Appointing Authorities did not mention having issues with employees donating blood during business hours. Roles and Responsibilities of the EAC: Lisa Arispe stated that she appreciated the unity and information shared between the EAC and Appointing Authorities. She appreciates that the EAC has been included and invited to be involved with the hiring process for upper level management and the evaluation panel that picked the best bid/vendor for the Classification & Compensation Study. She mentioned that there are some departments displaying opposition to the members on the council attending meetings and performing follow-up to the meetings. Lisa requested that the Appointing Authorities encourage their management to support the council members roles and responsibilities because it is important that classified employees have a voice. General Information: Holly Schoenherr mentioned the bi-annual employee survey will be distributed in August. She and the other Appointing Authorities are requesting the assistance of the EAC to encourage all employees to complete the survey. The only way for them to determine areas which are successful and which areas need to be looked at is for the employees to answer the questions. Lisa Arispe* Richard Carvale* Peg Poole* Linda Cahill* Bill Gorman* Donna Beim* Alicia Parinello* Doris McHugh* Marion Nuraj* Randy Rose* Mario Rugghia* Ashley Skubal* Charles Toney* Lisa Wright Clare McGrane* *EAC Representatives in attendance at this meeting.

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26 Employees Advisory Council Representative Meeting Minutes County Office Annex, Room 429, Clearwater, FL Wednesday, May 17, 2017, 2:30 p.m. 4:30 p.m. APPROVED BY THE EAC Call to Order The EAC Representative meeting was called to order at 2:30 p.m. by Vice-Chair, Richard Carvale. Jackie Warr joined the meeting representing the Property Appraiser s Office for Lisa Wright. Approval of Minutes Charles Toney motioned to approve the EAC Representative Minutes for April 19, The motion was seconded by Donna Beim. Charles Toney motioned to approve the minutes for the EAC and Appointing Authorities joint meeting on April 28, 2017 with amendments. The motion was seconded by Linda Cahill. Comments from Holly Schoenherr, Director of Human Resources Holly said the Classification and Compensation Study is underway and a lot of information has already been provided to Evergreen Solutions. Jack Loring mentioned that Human Resources has been having many telephone conversations to share information with Evergreen Solutions. A Job Assessment Tool (JAT) will be sent to all employees for all pay classifications. It is important that all employees fill out the assessment. Human Resources will provide information sessions throughout the County beginning June 19, The meetings will provide an overview of the expectations for the study. Information will be available to any employee who cannot attend a meeting. The website is continually updated [ ] with information regarding the Classification and Compensation Study. A question was asked about the pay administration part of the study. Bryan Cook explained that we will evaluate our pay administration practices as part of the study. Holly stated the contract between United Healthcare (UHC) and Johns Hopkins All Children s Hospital has ended. Human Resources sent communications to the employees regarding the non-renewal of the contract [ see ]. Carol Feskanin clarified that Pinellas County is not involved with the contract negotiations between UHC and any hospital or provider. Even though the contract was not renewed, negotiations will continue in an effort to resolve the situation. Anyone with questions regarding continuing care should contact UHC directly. Carol provided follow-up information regarding AFLAC supplemental insurance. She met with representatives from AFLAC and explained there are a variety of plans and price ranges for supplemental insurance. Carol also met with Joe Lauro from Purchasing. Purchasing will develop a letter of intent, which is required, so other vendors have an opportunity to bid for this type of service. Old Business Joint EAC/Appointing Authority (AA) Meeting - Overall it was a good meeting. The subjects of Loyalty Day (additional floating holidays for long-term employees) and the Respectful Workplace/Anti-Bullying Policy will be further discussed at the next quarterly AA meeting in August. There were concerns about the meeting room not being large enough to accommodate all parties. Also, the joint meeting

27 seemed to be rushed because the AA meeting held prior to the joint EAC/AA meeting ran longer than the allotted time. Alicia suggested for future meetings, subjects which require a decision be listed as Action Items on the agenda so that everyone is prepared to discuss or vote on a resolution. Charles suggested a letter requesting the Appointing Authorities provide questions or concerns about the Respectful Workplace/Anti-Bullying Policy draft before the August Appointing Authority meeting. The letter would request that anyone with questions or concerns about the draft policy contact the committee. This effort would allow the committee to discuss their concerns and any potential changes to the policy in a timelier manner for presentation to the council. Lisa will prepare the letter. Charles offered to field any responses by the Appointing Authorities. Personnel Board Meeting Holly showed a PowerPoint presentation to the Personnel Board during the May 4, 2017 meeting detailing the functions and organizational chart of Human Resources. As requested by Lisa, Holly will share the presentation [ To view the presentation, visit ] New Business Employee Survey - Lisa requested that Holly provide an update on the employee survey at the EAC delegate meeting on May 25, Holly will talk about the survey which should be distributed in August. Suggestion Awards - There are concerns that employees are not submitting many cost saving suggestions to the County. With some departments the employees are being told their suggestions are part of the job responsibility; therefore, the suggestions are not being submitted to the committee to review. Other reasons for not submitting suggestions could stem from the small monetary reward for the time and effort needed to submit the information. At the joint meeting with the Appointing Authorities it was suggested that a percentage of the money saved by the County each year be put into an account for employees. Randy will research other counties / cities to see if they offer suggestion awards. If they do offer awards, how are the employees compensated? Tim Closterman has been working with Linda Cahill and Donna Beim, who are on the Suggestion Awards Committee, to increase the employee awareness of this program. An article in The Pen was suggested in an effort to encourage more employee involvement. The committee will be meeting next week to discuss any suggestions which may have been submitted. [ Visit ] Professional Development Advisory Committee - Ashley was unable to attend the last meeting therefore no update could be provided. Gene Pressoir explained the intent for this committee is to solicit ideas from the employees on the training programs offered by Human Resources. Trainee Information - Lisa Arispe was contacted by Alan Bollenbacher from Utilities about increasing the awareness about the trainee position offered to current Pinellas County employees. The trainee would be afforded the opportunity to obtain the training and hours required to be worked in order to secure licenses for certain jobs. Alan will speak at the July 27 th EAC delegate meeting about this topic. Elections - Linda Cahill announced that the Supervisor of Elections will be holding an election in November. They are in need of approximately 2,000 people to work during the election. All workers will be paid for the required training and for the Election Day. More communication will be shared with employees. Florida Retirement System Charles Toney reported that beginning January 1, 2018, new employees hired by Pinellas County or other FRS employers will be enrolled in the investment plan if they do not

28 make a selection. Currently the default option for those who do not make a selection is the pension plan. Employees will still have one lifetime opportunity to switch from one plan to the other if desired. Adjourned Richard Carvale made a motion to adjourn at 4:30. Charles Toney seconded the motion. Lisa Arispe* Richard Carvale* Peg Poole* Linda Cahill* Bill Gorman* Donna Beim* Clare McGrane* Doris McHugh* Alicia Parinello* Randy Rose* Mario Rugghia* Ashley Skubal* Charles Toney* Lisa Wright Marion Nuraj* *EAC Representatives in attendance at this meeting.

29 Employees Advisory Council Delegate Meeting Minutes Heritage Village, th Street, Largo, FL Thursday, May 25, 2017, 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, Lisa Arispe. APPROVED BY THE EAC Guest Speaker Bill Berger, Director of the Office of Management and Budget, spoke about the details involved with the budget process. The themes of Doing Things and the Pinellas County s Strategic Plan: Doing Things to Serve the Public are important components of the budget process. The strategic plan drives the budget and many components must be factored into the budget preparation. The county s budget is segregated into 45 different funds to track the finances of specific functions and activities. The FY 2017 budget accounts for over 50 departments and agencies with over two billion dollars to cover all areas needed throughout the county. The Pinellas County website at details budget information for the current and prior years. Penny for Pinellas is on the ballot for the November election. 100% of the funds collected are spent in Pinellas County. The 1% sales tax is used for long-term capital investments such as roads, bridges, trails, parks, flood prevention, public facilities, public safety equipment and water quality. The referendum on Penny renewal is for the years View the presentation at Comments from Holly Schoenherr, Director of Human Resources Human Resources consultant, HCP Associates, will be sending out an Employee Survey in August. The survey will be completed online and will be anonymous. The questions will seek information regarding the individual departments by Appointing Authorities. All employees are encouraged to complete the survey. The employee involvement in taking the survey in 2015 was 58%. The goal for this year is to have 75% of employees complete the survey. Further communications will be sent out prior to the distribution of the survey in August. Human Resources will share the overall Unified Personnel System survey results in November. A proposed 3% pay increase from the midpoint of every job classification has been submitted in the budget for FY The budget will not be approved by the Board of County Commissioners until September. Holly was asked about the paygrades being adjusted by 2% for FY Due to the varying details of the paygrade adjustments, the EAC requested for Holly to provide information regarding those adjustments. The Classification & Compensation Study is progressing as expected. Information sessions will be held throughout the County the week of June 19, Anyone who cannot attend a session will have the opportunity to view the information in video format on the survey website. Focus group meetings will also be held the week of June 19, Details of how the Job Assessment Tool will be distributed are still being planned, but will be the predominant method. More communication on how to sign up for the sessions will be shared from Human Resources during the next few weeks. Details on the study can be found at

30 EAC Updates The council had a joint meeting with the Appointing Authorities on April 28, The proposed Loyalty Days (additional floating holidays) for tenured employees will be further discussed at the next Appointing Authority meeting in August. Anyone wishing to donate blood may do so on County time with approval from a supervisors to ensure coverage in each department. Poll Workers Needed - Supervisor of Elections Linda Cahill spoke about recruiting interested County workers to fill some of approximately 2,000 poll worker positions for the November election. Training is required. Both the training class and Election Day work hours are paid for by the SOE at their rate of pay for the position filled or the employee may be paid at their rate of pay by the department they work in that is up to the discretion of the Appointing Authority. Each poll worker is assigned to work at a specific polling location on Election Day. The poll workers must be set up at their assigned location before the polls open and must remain at the polling place until after the polls close. New for the election process is the requirement to have Spanish linguists at many polling locations. More information on becoming a poll worker is found at: Adjourned Lisa Arispe* Richard Carvale* Peg Poole* Linda Cahill* Bill Gorman Donna Beim Clare McGrane* Doris McHugh* Alicia Parinello* Randy Rose* Mario Rugghia Ashley Skubal* Charles Toney* Lisa Wright Marion Nuraj* *EAC Representatives in attendance at this meeting.

31 SIGN UP: Any employee may request a new issue be ed each month by subscribing to Leadership Notes newsletter. EAP Provides Confidential Support The Employee Assistance Program (EAP) is designed to assist individuals with life s pressures including personal and work situations. Pinellas County s EAP is administered by ComPsych Guidance Resources. It is available to all permanent employees regardless of whether they are enrolled in the Pinellas County sponsored health plan or if they have opted out of the plan. Benefits for Employees The EAP benefit provides: Confidential assistance for all employees and members of their household Support available by phone 24 hours a day, 7 days a week Up to six in-person visits at no cost for initial assessment counseling and early intervention treatment Counseling on personal issues, relationship conflicts, job pressures, substance abuse, problems with children, etc. Financial counseling Legal support including a 30-minute consultation with an attorney Referrals for care of family members Resources for college planning, home repair or moving Access to a secure online portal with articles, videos, e-books, self-assessment tools, and a chat feature require that an employee contact the EAP. Examples would be a serious decline in work performance and continued performance problems or deficiencies after repeated counseling. If you feel that requiring an employee to contact EAP is the correct course of action, you would work with Human Resources on the referral as well as confirmation of the initial contact with ComPsych. For more information, refer to the handy guide: EAP: What You Need to Know as a Supervisor. Group Presentations JUNE 2017 In addition to one-on-one services, ComPsych offers resources for groups. Have you ever found yourself wanting to offer training on a topic for which you are not an expert and went out on a search looking for a presenter for an upcoming team meeting? Did you know you can request a live in-person professional facilitator through our contract with ComPsych to present on over 100 topics? The topics range from parenting and older adult care to personal development and resilience, to name a few. View a list of Speaker Topics Available from ComPsych. The presentations are 45 to 60 minutes in duration and must be scheduled at least 30 days in advance. To request a ComPsych presentation, please contact Employee Benefits at or by at employee.benefits@pinellascounty.org. Information for Supervisors You can recommend the EAP to an employee at any time. The basis for this recommendation would be a moderate decline in one or more areas of job performance not corrected in a reasonable amount of time, or if the employee has shared with you a personal problem even if it is not affecting job performance. In these instances, the participation by the employee is voluntary and you would receive no information on their contact with EAP. There are situations, however, when it may be appropriate to For more information on the Employee Assistance Program, visit our website at or contact ComPsych Guidance Resources at (866) or visit their website at Published by the Pinellas County Human Resources Department. Issues for previous months are found at

32 SIGN UP: Any employee may request a new issue be ed each month by subscribing to Leadership Notes newsletter. Communicating Emergency Roles to New Hires By Mary Burrell, Emergency Management Department Emergency response is an important function of Pinellas County employees. Before, during and after an emergency, all of our employees are required to take an active part in preparation, response and recovery. It is important that when an employee is hired, they come on board aware of their responsibilities and willing and able to take them on. This is not only fair to the new hire, but it is essential that we have trained and competent staff to perform the duties necessary. 1. Interview: Although there is a question regarding availability during an emergency on the employment application, we can t count on that to communicate this important information. All expectations should be discussed during the initial interview with a job candidate. Once a hiring decision is made, this requirement should be repeated. It is fair to the candidate because the ultimate decision often has to be made with the family members who will now have to take on the responsibilities of the household in the case of such an emergency. It helps Pinellas County because the employee will be ready to serve. 2. Orientation: There should be no confusion about emergency response duties as a new employee is welcomed into the County. During the new employee orientation that is conducted by Human Resources, new employees are introduced to the County s approach during emergencies and are given a high-level summary of personal and public storm preparations. 3. Survey: Supervisors should explain to the new employee their specific emergency job assignment and the job duties that come with it. If appropriate, they should explain the PREP program (Phase Reassignment of Employees in Pinellas) for Phase 3 employees to give them the opportunity to choose their emergency role. The Employee Notification and Information Survey JULY 2017 that every employee updates annually must be filled out by all new employees, and they should understand that the County collects this information to plan on a countywide level, to the benefit of the County and its employees. New employees may access the survey at: 4. Training: Helping your new employee obtain the proper training is the next important step. An introduction to the Phase 1, 2 and 3 assignments for County activations is available on the Emergency Management page of the Intranet, along with a guide to appropriate training and other training opportunities. You and your employees should use this page as a resource: Training for department-specific duties should be accessible to all of your employees as well. A log of training requirements and successful completion of them by your employees can be continuously updated as part of the employee s goals and the department s progress. 5. Personal Plan: To help new employees make personal emergency plans, the Emergency Management intranet site includes summaries of county programs. The Emergency Management internet site ( also has an abundance of tools. The supervisor has a responsibility to convey to their new employees the importance of making their personal preparations early so that they are ready to put their plans into place when it becomes necessary. It is imperative that every onboarding employee understands and accepts the requirements of County employment during emergencies. Our preparedness strengthens the ability of the County to serve our citizens in any emergency. Published by the Pinellas County Human Resources Department. Issues for previous months are found at

33 Quarterly Training Calendar July Request enrollment for classes in OPUS. Users without OPUS access may register through their training coordinator. Class dates and times are subject to change. Not all classes are open to non-county Consortium members. Contact Training & Development at or

34 Quarterly Training Calendar August Request enrollment for classes in OPUS. Users without OPUS access may register through their training coordinator. Class dates and times are subject to change. Not all classes are open to non-county Consortium members. Contact Training & Development at or

35 Quarterly Training Calendar September Request enrollment for classes in OPUS. Users without OPUS access may register through their training coordinator. Class dates and times are subject to change. Not all classes are open to non-county Consortium members. Contact Training & Development at or

36 00007 My Personalized Total Compensation Statement. as of April 1, 2017 n n n n This is an example only. Individual statements will be customized based on personal benefit elections. Prepared for John A Doe Total Benefits & Compensation This Personalized Total Compensation Statement shows the total value that Pinellas County contributes towards your annual wages (includes paid time off), health benefits, financial protection, and retirement benefits. Annual Wages $45, Health Benefits $19, Financial Protection $1, Retirement Benefits $6, My Total Compensation $72, Paid Time Off Your annual leave accrual is based on your years of service. In addition, Pinellas County recognizes up to 11 paid holidays, up to 5 floating holidays, and a personal day. Visit for more information. To view your current leave balance, visit OPUS Employee Self-Service, Absence Management, Entitlement Balances. Annual Wages (includes paid time off) Health Benefits Medical Care County's contribution to your Health Savings Account Consumer Driven Health Plan with Health Savings Account (HSA)* Family Coverage Annual Contribution Toward This Benefit Yours The County s $45, $4, $17, N/A $1, Dental Care PPO Dental Plan Participant + 2 or More $ $ Flexible Spending Accounts (FSA) Allows you to pay for qualified medical and/or dependent care expenses with pre-tax dollars. Health Care You have elected to contribute. $1, N/A Dependent Day Care You have elected to contribute. $2, N/A Total Health Benefits $8, $19, Financial Protection Short-term Disability Long-term Disability Basic Life Insurance Supplemental Life Insurance Up to 2/3 of your regular weekly income for six to 26 weeks, depending on your date of hire. Up to 60% of your basic monthly earnings up to a maximum monthly benefit of $5,000. $45, One times your annual earnings rounded up to the next $1,000, up to a maximum of $250,000. Subject to age reductions beginning at age 65. You have elected $75, of Supplemental Life. Subject to age reductions beginning at age 65. SAMPLE $0.00 $ $0.00 $ $0.00 $75.60 $ $0.00 Dependent Life Insurance Dependent Life Spouse $20,000/Child $10,000 $75.00 $0.00 Reemployment Assistance Workers Compensation This program provides you with a short-term benefit equal to a percentage of your previous income if you lose your job for reasons beyond your control. If an illness or injury incurred at work results in disability or death, this plan pays qualified medical expenses, provides disability income, and may pay funeral expenses and weekly survivors benefits. $0.00 $35.00 $0.00 $ Total Financial Protection $ $1, Retirement Benefits Florida Retirement System (FRS) Social Security and Medicare Pinellas County participates in the FRS and pays 7.52% of the contribution. You contribute 3%. The County matches your contribution to the Social Security Administration, which provides you with a minimal level of income and medical care benefits should you retire or become permanently disabled. A survivor benefit may be available to your family in the event of your death. $1, $3, $3, $3, Total Retirement Benefits $4, $6, Total Health Benefits, Financial Protection, and Retirement Benefits $14, $27, Your Total Compensation $72, * Includes Employee Assistance Program, mental health benefits, pharmacy and vision benefits. IV.2

37 It Pays to Work for Pinellas County Compensation Package Pinellas County contributes to your health benefits (including medical, vision, dental, pharmacy, and mental health), plus your Florida Retirement System (FRS) plan, life insurance, disability insurance, unemployment compensation, and workers compensation. Pinellas County also provides other valuable benefits such as: Annual Leave Exchange (up to 160 hours) Career Development Employee Assistance Program (up to 6 free visits) Employee Discounts Family Medical Leave Pinellas Federal Credit Union Referral Program (earn a paid day off when a referral is hired) Rewards Program (points awarded for service and wellness activities) Suggestion Awards (up to $2,500) Training Classes (over 75 free classes available) Tuition Reimbursement (up to $2,800 for full-time and $1,400 for part-time employees annually) Wellness Center and two Satellite Fitness Centers Wellness Incentives (up to $200 or 50,000 rewards points per year) Wellness Screenings and Information Sessions Opportunities to Save Money Now Deferred Compensation Account Deferred compensation helps you build personal retirement income to supplement Florida Retirement System and Social Security benefits. Start with as little as $10 per paycheck to be deposited into an account with numerous investment choices. You may enroll or change your contribution at any time. You will only pay taxes on this money when you draw it out after separation of service with the County. Opportunities to Save Money at Annual Enrollment Each of the following programs has tax advantages to help you save money and, as a result, enhance your total compensation. Consider participating during the next Annual Enrollment opportunity this fall. Flexible Spending Account (FSA) An FSA allows you to pay for eligible out-of-pocket health care and dependent daycare expenses with money you contribute through a payroll deduction on a pre-tax basis. The minimum contribution is $260/year if participation is elected. Health Savings Account (HSA) An HSA allows you and the County to contribute pre-tax money to an account linked to Pinellas County s employees are our most valuable resource. In order to cultivate a diverse, talented and engaged workforce, we offer an excellent benefits and compensation package. This statement provides a complete personalized overview of your benefits and compensation as of April 1, I hope this information will help you gain a better understanding of the value of our programs. I encourage you to review this statement and share it with your family and/ or financial advisor to create a plan for a rewarding future. If you have questions about this statement, please contact our Benefits Team by at employee.benefits@pinellascounty.org or by phone at (727) Thank you for your service to the citizens of Pinellas County. Sincerely, Holly J. Schoenherr Director of Human Resources the Consumer Driven Health Plan. The County contribution is $400 for an employee or $1,200 for a family. The funds may be used for qualified expenses or saved for future use. SAMPLE Pre-Tax Deductions Selecting pre-tax deductions allows your medical and dental premiums to be deducted from your paycheck before federal income and Social Security taxes are applied, which could reduce your taxable income. Benefits Selection You may view your current coverages and rates at any time in OPUS by selecting Employee Self-Service and Benefits. You have an opportunity to review your benefits and make changes each fall during Annual Enrollment or after a qualifying change of status event such as getting married. For more information, visit our Human Resources website at About Your Statement This benefit statement provides descriptions of Pinellas County Government s benefit plans based on information available from Pinellas County s records, summary plan descriptions, policy manuals, and other sources of data. Complete details of each plan are set forth in the individual plan document and/or Certificate of Insurance. If there is any conflict between the information in this statement and a plan document, the plan document will control. The information contained herein does not constitute an insurance certificate or policy. The wage information and required benefit programs on this statement are based on information available as of April 1, If you worked less than 12 months, your data was annualized. Recent changes in salary and/or benefit elections will not be reflected in this statement. This statement was personalized for: John A Doe 123 Main St Anytown, FL