Personnel Sub-Committee Special Meeting Minutes - June 30, 2014 - FINAL
BOARD OF SELECTMEN
Personnel Sub-Committee – Special Meeting
Monday, June 30, 2014
6:00 P.M. – Simsbury Town Offices – Board of Education Conference Room
MINUTES
1. Call to Order
The meeting was called to order at 6:00 pm. Personnel Sub-Committee Chair Lisa Heavner and members Cheryl Cook and Sean Askham were present. Board of Selectmen members Mike Paine and Nancy Haase, Director of Administrative Services Thomas Cooke and Lee Erdmann, consultant, were also present.
2. Pledge of Allegiance
3. Public Audience
Joan Coe, 26 Whitcomb Drive, expressed her opposition to the delegation of personnel functions proposed in the Personnel Study prepared by Lee Erdmann. She stated that the Board of Selectmen should convene a Charter Revision Committee to review prior consultant reports recommending that the Town of Simsbury adopt a Town Manager system of government.
Robert Kalechman, 971 Hopmeadow Street, stated that the proposed delegation of personnel authority placed too much power in one person. He stated that the Performing Arts Center was mismanaged.
4. Review of Personnel Study prepared by Lee Erdmann and related materials
Ms. Heavner asked Mr. Erdmann to provide an overview of his study to the Personnel Sub-Committee. Mr. Erdmann stated that the study was a draft analysis and he described the process used to prepare it, including the completion of Job Content Questionnaires by Messrs. Cooke and Kimball, interviews of the First Selectman, Mr. Cooke and Mr. Kimball, and the process used to gather data from other towns, including nine of Simsbury’s designated comparable towns and, because most of Simsbury’s comparable towns use the Town Manager system of government, additional towns with Mayor/First Selectman systems of government.
He reviewed his findings from the research, including the number of full-time employees responsible for human resources in Simsbury and elsewhere, noting that Simsbury, with only one full time employee devoted to human resources, was staffing at a significantly lower level than the vast majority of the other towns surveyed.
The Personnel Sub-Committee discussed the First Selectman’s current role with respect to human resources, including the nature of the First Selectman’s authority over human resources decisions and management and the amount of time committed to human resources by the First Selectman. Mr. Cooke stated that while the day-to-day human resources functions are conducted by Messrs. Cooke, Kimball and Eric Gomes, Human Resources Consultant, the First Selectman conducts performance reviews of her direct reports, signs “personnel action forms” providing for salary adjustments, is involved in human resources policy-making and is consulted on major human resources decisions such as terminations. He added that while the First Selectman is not involved in rank-and-file hiring decisions she is apprised of them. After further discussion it was noted that the First Selectman’s human resources function extends into the day-to-day management and coaching of her direct reports.
A discussion ensued concerning the appropriate scope of delegation. Mr. Cooke stated that the human resources function was not synonymous with a Town Manager function, noting that the Charter makes clear that the First Selectman is the Chief Executive Officer and that the human resources function, when operating at its best, is intended to maximize the performance of town staff in the execution of its responsibilities, not to run the organization. He added that under any scenario the First Selectman should retain authority to review the performance of direct reports and retain decision making authority, consistent with the charter and in consultation, concerning the employment of direct reports. The Sub-Committee discussed human resources models in the private sector as well as models from other towns. Ms. Heavner noted that Greenwich and Darien utilized a First Selectman system and that the First Selectman in Darien retains the authority to direct human resources decisions at every level. Mr. Askham noted that in his current role he has authority to make decisions with respect to his direct reports without any consultation with the chief executive officer regarding human resources functions. Mr. Erdmann stated that his recommendation was a full delegation of personnel authority to the Director of Administrative Services as a first step and would further the Town’s movement towards professional management. He also noted that no other selectman form of government considered in his study fully delegates the human resources function.
The Sub-Committee discussed and reviewed Section 502 of the Charter which provides for the potential delegation of Personnel Director responsibilities. The Sub-Committee asked Mr. Cooke to consult with Town Counsel on two questions: first, whether a partial delegation of Personnel Director responsibilities is permissible under Section 502; and second, whether the delegation decision would be required every two years with the election of the First Selectman.
The Personnel Sub-Committee asked Mr. Erdmann to review and revise the Personnel Study taking into account the concerns raised by the Sub-Committee and to include salary recommendations for the proposed human resources functions. It asked Mr. Cooke to present the revised study at the next Personnel Sub-Committee meeting with Town Counsel present to answer questions.
5. Discussion of and possible action on Personnel Study and related materials
Mr. Cooke noted that there were two time-sensitive personnel issues to be addressed in the context of the context of the Personnel Study. The first was the proposed addition of an Employee Benefits Coordinator position: Mr. Cooke noted that the report recommended addition of such a position, that the Town had retained Eric Gomes as a human resources consultant in 2013, that Mr. Gomes’ contract was coming to an end and that the Town would need to make a decision in the short term whether to hire Mr. Gomes for the proposed Benefits Coordinator position. Mr. Cooke noted that the first year of such a position could be funded out of the health insurance fund and that there was potential for sharing the position with the Board of Education.
Ms. Cook made a motion to recommend addition of an Employee Benefits Coordinator position subject to review and approval by the Personnel Sub-Committee and the Board of Selectmen of a job description for such a position. Mr. Askham seconded the motion and it passed unanimously.
Mr. Cooke stated that the second time-sensitive issue was Mr. Kimball’s compensation level. He noted that Mr. Kimball was being compensated at the rate of $90,000 annually in connection with his willingness to serve as Interim Director of Finance, and that Mr. Kimball’s salary would return to $71,238 effective July 1, 2014. He noted that this placed Mr. Kimball at 21% in his salary range and 31% in the high/low range for his current position and stated that Mr. Kimball’s performance suggested that he be at the high end of his range. He recommended that the Personnel Sub-Committee and the Board of Selectmen approve a salary of $90,000 for Mr. Kimball effective July 1, 2014.
Mr. Askham made a motion that the Personnel Sub-Committee recommend a salary of $90,000 effective July 1, 2014 to the full Board of Selectmen, subject to review of a revised salary description and with the understanding that the change was within the Town’s current budget. Ms. Cook seconded the motion and it passed unanimously.
The Personnel Sub-Committee discussed the need for a review of the salary for the Director of Administrative Services pending the conclusion and any possible action on the Personnel Study and its recommendations.
6. Review of and possible action on Part-Time Engineering Projects Manager recommendation
The Personnel Sub-Committee reviewed Mr. Shea’s memorandum recommending that Mr. Sawitzke be retained as Part-Time Engineering Projects Manager in connection with five specific projects: Ethel Walker Open Space Administration Services, Tariffville Greenway Connection – Farmington Valley Greenway, Geographic Information System Development, Sanitary Sewer Design Services, and Senior/Community Center. Mr. Cooke noted that the proposed funding mechanisms were identified for each project and that the scope of Mr. Sawitzke’s services were limited to FY2015 and the completion of the projects in question.
The Personnel Sub-Committee expressed concern that the current Town Engineer was not providing these services after the transition period. Members expressed further concern that the need for Mr. Sawitzke’s services on these projects was not raised during the budget process. Mr. Cooke responded that it was clear during the budget process that funding was intended to cover project administration and that the details of project administration were never discussed during the normal course of the budget process. He added that it was his understanding that during Mr. Sawitzke’s tenure as Town Engineer he routinely engaged consultants to assist with project administration. Finally, he noted that the only reason the matter was before the Personnel Sub-Committee was the need to create a part-time job description for the Part-Time Engineering Projects Manager position provided the Sub-Committee supported the decision. A discussion ensued concerning the relative benefits and liabilities of using a part-time employee to provide these services in lieu of a consultant.
Mr. Askham made a motion that the Director of Administrative Services prepare a proposed job description for the position of Part-Time Engineering Projects Manager to establish a scope of work and a specific time frame for Mr. Sawitzke’s services. Ms. Cook seconded the motion and it passed unanimously. The Sub-Committee requested that Mr. Cooke obtain from Mr. Sawitzke a description of his use of consultants on prior capital projects.
7. Adjourn
Mr. Askham made a motion to adjourn the meeting. Ms. Cook seconded the motion and it passed unanimously. The meeting adjourned at 7:33 pm.
Respectfully submitted,
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Thomas F. Cooke