Employee Forum Minutes

March 11, 2003

2^nd Floor Training Room

Town Hall

Members Present: Than Austin, Jonathan Bell, Felix Bloch, Ann Brown, Maggie Burnett, Lisa Edwards, Amy Harvey, Dorice Johnson, Chelsea Laws, Norman Clark, Iris Schwintzer, Kelly Stokes, Deborah Squires, Jackie Thomson, Wes Tilgman, Susie Whaley, Mary Jean Williams

Members Absent: Chris Blue, Charles Bynum, Mona Nazir, Willie Quick, Travel Watkins

Ex-Offico Members Present: Thomas Cummings

•The minutes from the February 12, 2004 were approved.

•Items for today’s meeting were approved.

•Rufus Langley the Towns Insurance Rep. attended the meeting to go over what coverage the Town has at this time as far as Insurance is concerned.  The Town offers to employees the following:

Medical – Town pays 100% for Employee

            Employee pays 50 % dependants

Life Insurance – $20,000 policy Town pays 100% for Employee

Short-Term Disability – 50% of income after 30 days for 22 weeks

            Town pays for Employee

Long-Term Disability – 50% of income, Town pays 100% for Employee

Dependant Life insurance – $10,000 Spouse, $5,000 children – Employee pays

Dental – Employee pays

Other options of insurance that could be available to Employees would be:

Cancer

Supplemental medical

Accident

Critical Illness

Long-term care

Mr. Langley suggested we discuss what is being offered at this time and if the Forum thought that additional options should be made to the Employees he would return and discuss the benefits he could offer. 

•The subject of random Drug testing was brought up.  How it is conducted, who was tested and which departments were tested.  The testing is done randomly from computer selection.  The personnel who are tested are those that are in a “safety sensitive position”

•The topic of attendance was brought up again as well. A few members due to job responsibilities have not been able to attend meetings.  The forum was reminded that if a member feels that they can not commit the time that is necessary that maybe they need to rethink their participation on the Forum.  If a member would like to send an alternate that would be acceptable.

•Information was collected from other State and Municipal agencies concerning their adverse weather policies.  The Town’s policy is main stream with others.  However clarification is needed concerning the policy.  The Policy Work Group will be submitting a draft to help clarify this policy at a later date.

It was requested that ALL departments have in writing exactly what their adverse weather policies are to help with clarification.

•The Town Vehicles have been moved back up to Town Hall due to the completed work on the roof.  However parking is still a problem for many. It was suggested that the Council places on the upper level have a “flip” sign stating Short term parking in these spaces.  It was stated that if someone is seen leaving a car parked that are not conducting business with the Town Hall that they report to the Clerks office.  The steps will be taken to inform this person that parking here and leaving for uptown is not permitted.  Repeat offenders will be ticketed and towed if necessary.  Town Hall employees have hang tags in their cars as well as interns have temporary tags.  Employees at satellite departments do not.  A proposal of having 2 or 3 hang tags for these Employees to use when they are at Town Hall was made.

•Work Groups

Benefits:  The group reviewed the morning’s supplemental insurance presentation. The group agreed that more information and discussion are needed.  The work group is also working on ideas for the Employee Discount Program.

Policies: The group discussed the adverse weather policy and will be coming up with a draft of to clarify the policy.

Education/Training: This work group had a leader change; Amy Harvey is now the group leader.  The group helped Amy to catch up on the issues while she was out on maternity leave.  Information was given to her concerning the Tuition Reimbursement.

A list was provided to HR for suggestion in the Lunch and Learn series:

Personal Safety – Chris Blue with the Police Dept. did this about a year ago and was excellent, could be used for men or women

Diet/Weight

Back Health and Lifting Techniques

Ergonomics – Computer posture

Memory improvement

Financial Planning

Affordable Housing

Cal also stated that he would add to this list as well.

Communication: MaryJean asked Anissa Graham-Davis (Asst. Director/HR Department) to visit with us and discuss the time schedule for Employee Service certificates. Anissa   reported to the Forum that Employees would receive a Service Certificate at their next service award date. The awards are giving at 5 year intervals. Recommended by the Employee Forum Communications Group the first service certificates were awarded at the December, 2003 awards program note the service certificates will be awarded quarterly due to cost of the certificates and the framing.

A PR table will be set up at the Employee Appreciation Lunch on June 18.  Volunteers will sit at the table at 30 minute intervals.  One more volunteer was needed – Than was kind enough to donate his time.  A suggestion for a door prize or other freebees was made to get Employees to stop by the table.

 The Diversity Speaker(s) is still in the works.  Mary Jean has contacted Ben Ruffin and is waiting for a return call.  Felix also said he is trying to set up a date with a Bell South representative.