Mayor's Employee Council
March 22, 2007
Meeting Summary
Members Attending: Raymond Hoffman (Substituting for Ron Benson), Carol Boyd, Taft Bradley, Beverly Crockett, Deborah Davis-Williamson, Samuel Murrell (Substituting for Errol Edingburgh), Donna Henderson-Braden, Anthony Smith, Gregg Fortunato (Substituting for David Thorpe), Stacey Taylor, Tonia Wilks
Members Absent: Tarrus Crew, Gary Fama, Erma Holmes, Debra Louis, Della Sheffield, Bill Robillio, Michelle Stuart
Staff Attending: Mayor A C Wharton, Jr., John Fowlkes, CAO, Marcia Boyd, CAO's Staff, Paul Boyd, Human Resources, Sybille Noble, Assistant CAO, Jennifer Balink, Mayor's Staff, Jim Huntzicker, Director A & F, Jim Martin, Benefits
The Mayor invited Jim Huntzicker, Director of Administration & Finance, to address the Council on the possible changes to benefits. Mr. Huntzicker explained the history related to GASB that required companies and now government agencies to account for post employment benefits, resulting in an increase in the budget this year of at least $15 million. A number of benefit changes are being evaluated by the Commissioners to avoid a tax increase. He explained that Finance has been responding to the Commissioners' request for information. No decisions have been made, but several suggestions and scenarios have been presented and more will be forth coming. Attempts are being made to protect the longer-term employees. Finance will also be looking at how other businesses are providing benefits in the Memphis area and make comparisons to the County. Finance will present recommendations to the UPPC, hold public hearings, post information on the Intranet, provide printed literature, etc. before the next ad hoc committee meeting. Mr. Huntzicker explained that if nothing is done, it would result in cutting 200 employees in July. The Mayor acknowledged that there had not been good communication to the employees to this point and that it would improve. He explained that because this is a federal requirement, we don't have an option to do nothing. To fund the current benefits, it would mean a 24 cent increase in property taxes and the Commissioners have said no to a tax increase. Currently about 70% of the budget is allocated for personnel costs.
One Council member asked for clarification that this is not for new benefits, but funding for future benefits for retirees. Response: Correct.
A member asked if other governments' benefits will also be evaluated as well as private businesses. Response: City of Memphis employee benefits will be compared to Shelby County.
The Mayor clarified that a statement made that this issue had not been brought up previously because last year was an election year was incorrect. The problem had been addressed last year with the previous Commission.
The Mayor stated that although he could not commit that there would be no changes to benefits, he would commit to doing the best to explain to the employees what was happening and why.
Review of Previous Issues:
An employee wanted to know the number of feet from an entrance to a building that were designated non-smoking. Response: This will be clarified. Additionally, as suggested at the previous meeting Support Services is looking into posting "No smoking" signs outside other County buildings.
Presentations on Current Projects Having Positive Outcomes in the Community:
Jennifer Balink described the Imagination Library to the Council. This is a privately funded program that provides a book a month to children from birth to age 5. Any child can be enrolled regardless of his/her financial status. Sign-up forms are available at all libraries or from the Mayor's office. Additionally individuals can contribute. $13.50 provides one child books for one year.
Sybille Noble explained the Prisoner Re-entry Program. This is an attempt to decrease the recidivism rate that is now 67% by helping make behavioral changes with the inmates, i.e. addiction problems, education needs, and mental illness. Besides teaching skills, the programs includes providing services on the outside that will help keep the individual from returning to a life of crime.
Ms. Nobles discussed the Call Center used for the Utility Assistance Program. She described how a multi-disciplinary team had conceived the idea last year and the success of the program. She also encouraged members of the Council to volunteer next year with the project.
Ms. Nobles described the Core City Initiatives Ad Hoc Committee chaired by Commissioner Brooks to address the issue of blighted communities. They are looking at ways to solve the problems by helping the communities to rebuild.
Paul Boyd, Human Resources Administrator, had been invited to address some of the HR issues from previous meetings. He explained that a committee had been established earlier composed of both employee from the Mayor's Administration and Elected Officials to look at the 4-day work week and flex time. He explained that the 4-day work week has been used at Roads and Bridges during Day Light Saving Time and is being used in some Support Services areas. He suggested that for telecommuting to be successful it is necessary to change the mindset of some managers to look for results from employees rather practice "line of sight" management.
Marcia Boyd informed the Council that a new team (the I-Team) had been formed to look at making Shelby County Government a more family friendly and employee friendly place to work and they would be evaluating several of the Council members’ suggestions such as 4-day work week, flex time, child care etc.
A Council member wanted clarification on how requests for public records should be handled when an employee requests the record on another employee as well as when the public requests records. Response: In the past there had been multiple ways to get information and there was no standard procedure. This is being corrected with a standard procedure in place. Now requests must be sent to the County Attorney to determine if the request qualifies under the law and Public Affairs is notified. Additionally, the persons or departments affected are notified that the record has been requested and released.
New Issues/Suggestions:
A member wanted clarification on how suspensions are determined. In the area of concern, it always results in 2 weeks no matter what the offense. Response: There is progressive discipline depending on the violation. There is no policy to automatically give a two week suspension. Employees can't grieve a suspension unless greater than 10 days. The situation will be investigated by HR.
A member wanted to know if there would ever be an opportunity for employees to evaluate their supervisors. Response: This is often referred to as a 360-degree evaluation. The CAO had tried to introduce this in his area, but there was actually opposition from those who would be evaluating him. The Performance Evaluation Team has also researched this and benchmarked with FedEx and IP that do have this type of evaluation. The process is very time consuming and often has mixed results. Because the evaluations are anonymous, it is often difficult to discuss findings with the employees and clarify so that management style changes can be made.
A member wanted to know if there was currently any discussion on pay parity for correctional officers with deputy jailors. Response: The Sheriff changed the entry level salaries for new deputy jailors and there is parity with correctional officers, however this did not affect those deputy jailors that had been hired earlier and are paid at higher salaries.
An employee was concerned that in the past a group of employees had been given comp time. This year that was changed to holidays and the employees lost the accumulated comp time and want to get it back. Response: Since this is a specific area, HR will investigate and determine what has happened.
A copy of the new Vision and Mission statements were distributed to the Council. Marcia Boyd asked that they email her any suggestions on best ways to communicate the information to employees.
The next meeting will be May 23, 2007 at 3:00 p.m.
