Employee Forum Minutes

July 10, 2003

Public Works Break Room

 

Members Present:  Than Austin, Felix Bloch, Maggie Brown, Maggie Burnett, Lisa Edwards, Amy Havrey,

Chelsea Laws, Bernard Leach, Leanne Mikels, Mona Nazir, Iris Schwintzer, Kelly Stokes, Deborah Squires, Susie Whaley, Mary Jean Williams

 

Members Absent:  George Long, Traval Watkins, David Sasser

 

Ex-officio Members Present:  Pam Eastwood; Human Resources, Valerie Senatore; Human Resources

 

·         Minutes approved from the 6-12-03 meeting

·         No additional items for discussion

·         Discussion of replacements of two EF members that have resigned.  The group went over how people were originally elected.  Rodney Watson had communicated that he had someone willing to serve the remainder of his term.  Amy Harvey had spoken with the town manager about this issue and he was concerned that because this is a group of employees, elected by employees for employees that it was inappropriate for a supervisor or department head to designate someone and that it was important to him that the department employees replacing the representative decide who that person would be. 

Ø       Decide today on a procedure for the remainder of the year.  Suggestions were 1.That there be town wide elections to come up with replacements and/or alternates.  2. That the departments that need replacements come up with an agreeable solution that the department as a whole is involved in and that it be simple so that their replacement can represent the department as soon as possible.  An informal vote by show of hands was taken and the majority was in favor of the second proposal. 

Ø       Pam Eastwood stated that she would contact the department head in the Library and Fire Departments and talk to them about possibilities for a replacement.  She proposed that an EF member attend the department meeting to explain what the group was about and what the new representative could expect or be expected to do.  Then the employees would know if they would like to participate in the EF. This was Felix’s main concern. The department head could then take volunteers and if more than one was interested hold an election.  Felix and (Than?) would be able to talk to the departments.

·         Amy Harvey said she would be glad to set up an elections work group to work out a plan and anyone interested could volunteer to help. The September or October meeting was suggested as target for presenting the plan.

·         Requests to the manager were supposed to be to Susie within two weeks of our meeting.  Please put any written requests into the shared directory \\Chfs\documents\Working\Employee Forum\Requests to the Manager\Draft Requests\ by the end of the day on Monday, August 4, 2003. Also any topics that you want to add to the list to discuss with the Manager can be added to the Word document in the folder on the shared directory \\Chfs\documents\Working\Employee Forum\Requests to the Manager\List of topics to discuss with the manager.  Amy will email/send copies of these on Tuesday, August 5 for review prior to our next meeting.  Email or call Amy if you have trouble accessing these files.

·         Things to be added to Future meetings

Ø       Appreciation /Recognition- do they make sense?

Ø       Please bring a list of incentive programs that your department currently does or any suggestion of an incentive program.

 

 

Work Group Discussion

·         Communication/Employee Relations:

Ø       Discussed computer access within the Town for employees that do not have personal computers at home.  MaryJean will talk with the director of Hargraves Community Center to see if they have computers up that could be utilized by employees.  Susie will contact the Library, and Mona will contact the IT director regarding access at Town Hall.

Ø       Discussed ways to improve employee morale.  We may propose that money be budgeted for coupons or gift certificates to reward employees on a regular basis.  Use of “no-cost” items such as recognition certificates.

      Asked that department representatives report back at the next meeting how their department recognizes       employee’s good or exceptional work.  Susie will contact the Library director regarding this since there is     no representative at this time.

Ø       Regular staff meetings were discussed and we were unclear on whether the Library staff meets regularly or not.  Susie will ask about this as well.

 

 

 

·         Promotion/Hiring:

 

Ø       Have documented results from the survey on the hiring procedure for the EF to review and plan to present it to the Town Manager as well.

Findings from the survey are as follows:

-Communication is a big issue regarding the hiring process. Potential applicants/hire’s would like to be informed in a timely manner of where they are in the process, what the next steps are and a time frame for the process.

- It was reported that there seems to be inconsistencies in the process and job descriptions can be misleading.  Job specifications and requirements should be updated both orally during interviews and in writing or on the applications.

      - Overall, disappointment and frustration was expressed regarding the present Town of Chapel Hill hiring       process.

 

·         Education/Training:

 

                        Discussion was as follows:

Ø       AFLAC

    Does the town offer similar insurance?

                                  Do we need to look at other companies as well?

    Will payroll deduction be an option?

Ø       Lunch and Learn

                                 Look at doing at different times of day, not just at lunch time

                                 Have 1 hour segments possibly more than once a month

                                 Issues for these sessions:

        Health Issues- Exercise (healthy back), Food (Nutrition/diet)

 

                         Money Issues- Retirement, Investment, Pre- Retirement, 401K

 

         Family Issues- Baby (Parenting), Older Parents, Organizing Time, Teens, College

           

                                  Department Ideas- Fire - fire extinguisher class, Public Works - Planting Class, bug control

             Inspections - What to look for in a Home Inspector, Police(possibly)- Safety class for                                                                                                                                    women, IT - computer training

                                  Health Fair- Cigna classes

 

 

·         Benefits:                                                                                                                                                                      

Ø       Preparing a proposal to forward to the Town Manager for consideration.  The proposal is to develop a comprehensive Employee Wellness Program which would offer employee discounts for Parks and Recreation programs, discounts to local health clubs and improved shower and locker facilities at all the town buildings.  This will presented to the EF at the next meeting.

Ø       Reviewed benefits offered by the Town of Cary. Members will contact the Town of Cary about their Employee Homeownership Assistance Program and their Home/Auto Insurance Discount Program.

Ø       Discussed possible ideas for financial planning assistance

Ø       Discussed having an employee computer purchase program offering no-interest loans to employees; reviewed Town of Cary’s program.

 

·         Town Polices:

 

Ø       Discussed the policy concerning written warnings and forwarded Pam Eastwood our questions