Employee Forum Minutes

June 12, 2003

Public Works Break Room

 

Members Present:  Than Austin, Felix Bloch, Maggie Brown, Maggie Burnett, Amy Harvey, Bernard Leach, George Long, Leanne Mikels, David Sasser , Iris Schwintzer, Kelly Stokes, Susie Whaley, Mary Jean Williams

 

Members Absent:   Jeff Clark, Brigid Cox, Amy Edwards, Lisa Edwards, Chelsea Laws, Mona Nazir, Deborah Squires, Traval Watkins, Rodney Watson

 

  • Minutes from the 5-8-03 meeting were corrected to show Lisa Edwards (not Parker) present at the meeting with the Town Manager, and then approved
  • Members agreed on items for discussion
    • in addition Mona’s email regarding EF web page; EF shared directory; EF agenda format;
    • Pam’s email regarding attendance of HR staff liaison in advisory capacity; EF meeting refreshments reimbursement;
    • Susie raised issue regarding removal of social security numbers from paycheck stubs (Finance is not able to do this at this time, but may be able to include this in the next program upgrade)
  • Meeting Locations:
    • July 12, Transportation host at Public Works break room
    • August 14, Housing host at Housing Administration
    • September 11, Parks and Rec host at Hargraves Community Center 
    • October 9, Human Resources host in at the Library
    •  November 13, Fire Department host at Fire Station #1
    • December 11, Engineering host at Library
  • Amy Harvey reviewed minutes/notes on the meeting with the Town Manager; it was suggested that any requests we have that don’t require discussion (i.e., request for presentation by AFLAC representative to increase employee awareness), or ideas/requests that the EF may not have solutions to; these could be put in bulleted form including brief “who it would effect, what is the specific request, and why” information and forwarded on to Cal Horton for review.  Amy stated that she would be willing to make a list from the minutes that document the individual WG’s discussion and present them at the next meeting for approval before forwarding to the Town Manager.  WG’s need to document any ideas/requests that are ready to be presented and email to Amy asap.
  • Absenteeism/Alternates:  It was recommended that a well informed alternate be sent when the regular representative is unable to attend, and that the alternate be the same person each time; Cal will follow-up with Dept heads to stress the importance of the groups success.
  • EF Web Page EF Shared Directory: 
    • Mona has also set up the EF Web Page, it is linked to the Town homepage /eforum/index.htm .  The page will be monitored by the Communications/Employee Relations WG.
    • Mona Nazir has completed setting up the EF shared directory, it is accessible through the program windows explorer at \\chfs\Documents\Working\Employee Forum,
      • Shared Directory: All EF members and Human Resources can access the shared directory, deposit/work on any files, and others in the Town can open the files but not modify them.  It was suggested that all EF related documents be placed in this folder, and the files should be organized into folders
  • Agenda Format/Use of Meeting Time:  A more structured agenda was initiated to make better use of our meeting time, it was suggested that we set time limits on each agenda item and the amount of time a person is allowed to speak on the item; opening speeches should not exceed 3-5 minutes; any additional agenda item discussion should follow the existing agenda items; a topic action list was created to keep our group focused and to show what we’ve accomplished as we resolve items on the list
  • Human Resources director, Pam Eastwood, stated that she would be at our meetings on an as needed basis, regarding the EF meeting refreshments, the host department can fill out a petty cash reimbursement slip for up to $25.00,  and HR will be glad to provide storage of any unused non-perishables, please contact Pam or Kelly to see what items are available and how to pick-up/return them; HR was to provide information to the EF about employee relations improvements made by other municipalities and/or companies, we need to let them know if we still need that information  

 

WORK GROUP DISCUSSION

  • Communication/Employee Relations:

Ø       Susie Whaley will design a flyer to promote the EF web page

Ø       Discussed ways to improve employee morale

Ø       Planned to have a meeting to discuss items we can present to the Town Manager

 

  • Promotion/Hiring

Ø       Received minimal responses from the survey of new hires regarding the hiring process of the Town of Chapel Hill; many did not take the survey seriously and felt that nothing would be done about it

Ø       Discussed that overall communication, both oral and written, seems to be an issue throughout the hiring process

Ø       Plan to work on a written synopsis of basic findings to present to the Town Manager

·                                                         Education/Training

                  Did not meet, but will try to meet in the interim

·                                                         Benefits

Ø       Reviewed the current benefits summary sheet that describes benefits offered to Town employees.

Ø       Discussed the possibility of reduced fees for Parks and Rec programs for Town employees and their dependents.  The group contemplated a possible 25% discount off the resident rate.

Ø        Will look into the possibility of having representatives come to give presentations to Town employees regarding the Deferred Compensation and 401(k) programs.

Ø       Continued to discuss ways the Town can assist employees in buying homes in Chapel Hill. This will be a long-term discussion.                                                                                                           

·                     Town Policies

Ø       Discussed attendance policy and asked Forum members to bring us a copy of their department's attendance policy if there was one available