MINUTES
PERSONNEL COMMITTEE
OCTOBER 11, 2006         3:00 P.M.
SCOTT HEYMAN CONFERENCE ROOM

Present:   J. Dennis, Chair; F. Proto; L. McBean-Clairborne (arrived at 3:28 p.m.)

Excused: D. Kiefer

Absent:   P. Mackesey

Staff:      C. Covert, Clerk of the Legislature; J. Thomas, Personnel; C. DeMarco, Mental Health; A.

Fitzpatrick, Personnel Commissioner; S. Martel Moore, Deputy County Administrator; P. Younger, Deputy County Administrator

 

Called to Order

 

            The meeting opened at 3:12 p.m.

 

Changes to the Agenda

 

            A budget transfer for information only was added to the agenda.

 

Report from the Chair

 

            Mr. Dennis reported that the negotiating team for the Deputy Sheriff’s Union met to begin discussions on how negotiations would move forward for the road patrol.  The Negotiator for the road patrol has submitted a letter to the County Administrator requesting negotiations begin.  The team discussed the previous negotiating sessions and requested the County Administrator prepare a Request for Qualifications (RFQ) to begin the process for hiring an outside negotiator.  The Negotiating Team will be meeting again tomorrow to finalize the RFQ and will send it out to approximately 10 organizations including some law firms. 

 

            In responses to questions raised in the past, the Team clarified that Anita Fitzpatrick is an integral part of the Negotiating Team. 

 

            It was noted that if a law firm is hired the costs will be considerably higher for this process. 

 

            Mrs. McBean-Clairborne arrived at this time. 

 

            Mr. Dennis also reported on a training session being offered and that is open to Legislators to attend as well. The Workplace and Sexual Harassment Prevention Training is being offered in three sessions.  An invitation will be sent to Legislators listing the dates of the training. 

 

            Mrs. McBean-Clairborne clarified and Committee members agreed the Negotiating Team will be looking at the responses to the RFQ and making the decision to hire. 

 

Workforce Diversity and Inclusion Committee – Update

 

            Mrs. McBean-Clairborne provided an update on the Workforce Diversity and Inclusion Committee’s (WDIC) activities.  The Committee is currently working on establishing bylaws that will be forwarded to this Committee and the Legislature for adoption following WDIC approval.  She hopes the bylaws will be approved by WDIC this month and noted they will also include the affirmative action responsibilities.  She said WDIC is also looking at the logo again and stated the Marketing Subcommittee will be meeting next week to discuss it further and make a recommendation.  In general, WDIC members liked the layout, colors, pattern, etc.  WDIC is eager to get the marketing campaign going and exposing the County’s diversity efforts county-wide. 

 

            Mrs. McBean-Clairborne noted she just received from New York City the Spanish language for Civil Service and thought it may be of interest to Tompkins County.   She will ask WDIC to discuss this as well. 

 

            Ms. Martel Moore spoke about voting machines and having the election information printed in another language and understands that there needs to be a certain number of people in Tompkins County in the population under election rules in order to have information printed in Spanish.  She hoped that this could be discussed. 

 

            Ms. Fitzpatrick spoke about the Diversity Statement and recommended it be translated; Mrs. McBean-Clairborne felt that would be an excellent idea. 

 

Performance Evaluations

 

            Mrs. McBean-Clairborne said in reviewing this and attempting to develop a timeline she asked herself what it is the Legislature is evaluating.  She decided to contact Paula Younger, Deputy County Administrator, to discuss this and invited her to attend this meeting to give a brief explanation on the framework she has been developing for the County. 

 

            Ms. Younger distributed and reviewed a copy of a document she presented to the Department Heads.  She urged the Committee that when something is being planned, designed, implemented, or assessed that it be done within the following framework:

 

Core Performance Dimensions

for supporting a service-focused culture

 

• Customer service – recognizing principal internal and external customers and understanding their needs and expectations; development programs/services structures that meet customer needs and/or are responsive to emerging trends
• Budget development and management – processes for determining projected costs, tracking actual spending, and monitoring spending rate against program and performance objectives
• Policy and procedures – rules of practice for ensuring consistency in the planning and delivery of services, including scope statements, action plans, schedules, etc.
• Quality Assurance/Risk Management – performance tools that relate efforts to accomplishment, and processes for identifying, controlling, eliminating, or minimizing uncertain events that may affect resources and outcomes
• Staffing and Team Confidence – a good complement of skills and experience needed to perform the work at the quality level prescribed, and positive group dynamics that embrace diversity, inclusivity, and collaboration

 

Mrs. McBean-Clairborne said she would be willing to work with Ms. Fitzpatrick, Ms. Younger, Ms. Martel Moore, and any other interested committee member to look at a timeline.  A brief discussion followed concerning the County’s Mission Statement and Ms. Younger stated that mission and vision statements keep you focused.

 

            Discussion followed concerning process and existing job descriptions that may or may not accurately describe the duties and responsibilities.  Ms. Younger said if there is interest in having the job descriptions rewritten by the employee to more accurately reflect their duties that it be done according to the dimensions she outlined above.  The other two steps include identifying the areas of responsibilities and the skills and quality required.  

 

            Mrs. McBean-Clairborne agreed to continue working on the performance evaluation and Mr. Dennis agreed to assist. 

 

Personnel Department

 

            Resolution

            It was MOVED by Mrs. McBean-Clairborne, seconded by Mr. Proto, and unanimously adopted by voice vote by members present, to approve and submit the following resolution to the full Legislature for approval: 

 

RESOLUTION NO.            – BUDGET TRANSFER – PERSONNEL

 

            WHEREAS, the United States Post Office’s Plan for Secure Postage Meter Technology requires that Tompkins County replace our existing mail meter machine prior to December 31, 2006, and

            WHEREAS, the Personnel Department, by streamlining and creating efficiencies within the department has the money for this equipment purchase in a personnel line, and

            WHEREAS, transfers from personnel lines require Legislative approval, now therefore be it

            RESOLVED, on recommendation of the Personnel Committee, That the Director of Finance be directed to make the following budget transfer on his books:

Personnel Department

Revenue Acct            Title                     Amt              Approp Acct               Title(s)            ­­­­___________

1346.51000615           Salary                 $16,552                        1346.52220       Departmental Equipment

SEQR ACTION:  TYPE II-20

___________________

 

Approval of Minutes

 

            It was the consensus of the Committee to accept the September 13, 2006, minutes as corrected.

 

Other Business

 

            Mrs. McBean-Clairborne spoke briefly about a diversity movement in contracts at Cornell University.  This was brought to WDIC’s attention and a request was made to possibly include similar language in the County’s contracts if appropriate.  Mrs. McBean-Clairborne has asked Ms. Martel Moore to look into this further. 

 

Next Meeting

 

            Ms. Fitzpatrick reminded the Committee that there will be a presentation from CanaRx at the next meeting.  Mr. Proto asked that the Affirmative Action report be discussed at a future meeting.

 

Personnel Department

 

            Microsoft Application Training Survey

            Ms. Fitzpatrick reported her staff has been working with Greg Potter of Information Technology Services and Sue Greener of TC3 to develop a core training after assessment of where the current workforce is and what the needs are in the development of computer skills both in current jobs and in developing ongoing plans for career development.  A survey is being sent to all employees asking them to give us an assessment to assist with the development of a training model.

 

Adjournment

 

            The meeting adjourned at 4:34 p.m.