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
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