AGENDA. I. Citizens to be Heard. EAC II. Employees Advisory Council Representative

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1 III.1. Clearwater, Florida, The Unified Personnel Board (UPB) met in regular session at 6:31 P.M. on this date in the County Commission Assembly Room, Fifth Floor, Pinellas County Courthouse, 315 Court Street, Clearwater, Florida, with the following members present: Ricardo Davis, Chair; Ron Walker, Vice-Chair; James Dates; Keith C. Dekle; Louise Dolsay; William A. Schulz II; and Joan M. Vecchioli. Also Present: Holly J. Schoenherr, Director of Human Resources; Carl E. Brody, Senior Assistant County Attorney; Chris Bartlett, Board Reporter, Deputy Clerk; and other interested individuals. PLEDGE OF ALLEGIANCE AGENDA I. Citizens to be Heard EAC II. Employees Advisory Council Representative Personnel Board III. CONSENT AGENDA 1. Request Approval of the Minutes of the Regular Personnel Board Meeting held July 12, 2018 Personnel Board IV. NEW BUSINESS 1. Request Approval of Proposed Changes to the Employees Advisory Council Bylaws 2. Request Approval of Adoption of Classified Service Classification Plan and Pay Plans 3. Request Approval for Adoption of Base Pay Adjustments for Classified Service Associated with the 2018 Evergreen Study 4. Request Approval of Changes to Rule 1 The Classification Plan 5. Request Approval of Changes to Appeal Procedures of the Pinellas County Unified Personnel Board 6. Request Approval of Delegated Authority to the Human Resources Director to Approve Changes to Classification Specifications Associated with the 2018 Evergreen Study 7. Request for Approval of Revisions to the Human Resources Classification Specifications Associated with the 2018 Evergreen Study 8. Request Approval of the FY2019 Pay Plan Adjustments Human Resources V. INFORMATIONAL ITEMS 1. Action Taken Under Authority Delegated by the Personnel Board Benefits Program Updates 3. Other Informational Items 1

2 All documents and handouts provided to the Clerk s Office have been made a part of the record. CALL TO ORDER Chair Davis called the meeting to order at 6:31 P.M.; whereupon, he led the Pledge of Allegiance. CITIZENS TO BE HEARD Responding to the Chair s call for persons wishing to be heard, Pinellas County Building Inspector Dan Anderson, Trinity, stated that he represents several employees in attendance, and presented their concerns regarding the Evergreen Study. EMPLOYEES ADVISORY COUNCIL REPRESENTATIVE EAC Chair Charles Toney reported that the Council will host representatives from the Property Appraiser and Supervisor of Elections offices in September, and briefly discussed the Leave Accrual and Merit Pay committees. He related that there are agenda items regarding changes in benefits, the Smoking Cessation program, and pay classifications, on which the EAC wishes to provide comment; and that he would ask to be recognized at the appropriate time regarding those items; whereupon, he provided an overview of the concerns and responded to queries by the members. CONSENT AGENDA APPROVED Upon motion by Mr. Walker, seconded by Mr. Dates and carried unanimously, the minutes of the regular meeting held July 12, 2018 were approved. NEW BUSINESS Request Approval of Proposed Changes to the Employees Advisory Council Bylaws Upon presentation of the item by Chair Davis, Mr. Walker moved, seconded by Mr. Dekle and carried unanimously, that the proposed changes be approved. 2

3 Request Approval of Adoption of Classified Service Classification Plan and Pay Plans Ms. Schoenherr stated that the request includes the following three items: 1. Approve a new classification plan 2. Approve a new classified service pay plan 3. Approve career ladder changes Ms. Schoenherr related that after meeting with the Board and the Appointing Authorities, there is consensus to recommend the adoption of the Evergreen Study moderate consolidation option as the new classification plan; that there is additional consensus to adopt the public market approach in setting a new classified service pay plan; and that adoption of the career ladder changes would not be relevant if the first two plans were not adopted. In response to queries by Mr. Schulz, Ms. Schoenherr noted that after the new classification plan is adopted, employees would be contacted regarding their new classifications and pay rates; that employees can request secondary reviews of their classifications if they are not satisfied with the changes; and that the review process is available to any classified employee regardless of how his or her position is changing. She noted that Evergreen Solutions would conduct the secondary reviews to determine if any further changes are needed; and that requests for secondary reviews are done on an individual basis and not by departments as a whole. In response to query by Ms. Vecchioli, Evergreen Solutions Executive Vice President Jeff Ling provided information on how the study collected specific data from employees on each job classification through a series of standardized questions regarding the complexity of and knowledge needed for each position. He noted that any disagreements between employees and supervisors regarding the classifications were resolved in a satisfactory manner; and that data collected from various public entities was used to help determine the study s outcome; whereupon, he provided information on pay structures and the process of conducting secondary reviews, and discussion ensued. In response to queries by the members, Ms. Schoenherr indicated that a timeline of important dates has been included in the agenda packet; that a vote by the Board to approve the request today would make the changes effective September 16; and that the next available implementation date would not be until January 6 of next year. She noted that three employees have been identified who are in a situation requiring a pay reduction; and that the reduction would not occur until January 6 in order to allow time for the various appeal processes to be completed, and Attorney Brody provided information regarding retroactive payments as applied through Florida statutes. 3

4 Mr. Anderson related that some local jurisdictions pay building inspectors wages that are 20 to 25 percent higher than the County; and that some of his co-workers have left County employment to seek work in St. Petersburg and Hillsborough County, and Pinellas County Electrical Inspector Vincent Laporta stated that he has concerns regarding the appeal process and any expected adjustments to an employee s pay rate as the result of a successful appeal. Attorney Brody indicated that appeals are heard on an individual basis, and Chair Davis stated that the classification study is focused on the value of the job within the organization as compared to its peers; and that the decision of how to address individual compensation is made by each Appointing Authority, and Ms. Schoenherr provided input. Responding to queries by Messrs. Dekle and Toney, Ms. Schoenherr indicated that the Appointing Authorities have provided their input and concerns; and that some of their appeals have been implemented in the final request, and discussion ensued. Chair Davis indicated that the first two items should be voted on together; and that the third item will be addressed separately. Ms. Vecchioli moved, seconded by Mr. Dates and carried unanimously, that the new classification plan and the classified service plan be approved. During discussion and in response to query by Mr. Dekle, Ms. Schoenherr, with input by Human Resources Officer Jack Loring, related that career ladders will continue to be maintained as part of the Personnel Rules; that one career ladder in the Tax Collector organization has been deleted; and that an updated list has been included in the agenda packet. Responding to queries by Chair Davis regarding a memorandum from the County Administrator, Mr. Loring noted that consolidating classifications led to five career ladders being reduced by one level; and that two ladders under County Administration will actually expand; whereupon, discussion ensued regarding the general approach in addressing consolidation, and the level of communication provided to employees regarding the changes. Upon the Chair s invitation, Special Assistant to the County Administrator Canaan McCaslin discussed the department s concerns, opining that more work could be done to help clarify the changes with employees. In response, Mr. Loring stated that the list includes only career ladders formerly established by the Personnel Board; and that Human Resources will do a better job of publicizing the career ladders as they exist to County employees. Ms. Vecchioli moved, seconded by Mr. Dekle and carried unanimously, that the career ladder changes be approved. 4

5 Request Approval for Adoption of Base Pay Adjustments for Classified Service Associated with the 2018 Evergreen Study Ms. Schoenherr introduced the item, stating that the proposal is in line with changes made by the Board in June; and that it has received support from the Appointing Authorities to apply the related pay adjustments. She noted that the adjustments would increase pay for employees who are below the new minimum set for their job classification; that some employees pay will be increased in order to be more competitive with the market; and that a few employees will face a decrease in pay as a result of the study; whereupon, she discussed the methodology behind proposing the related adjustments and noted that any pay decreases would not be made effective until January 6, In response to queries by Chair Davis, Ms. Schoenherr indicated that three employees are in a situation to receive a decrease in pay; and that approximately 950 employees would receive some level of pay increase. Responding to queries by the members regarding those employees facing a pay decrease, Attorney Brody stated that the Board is prohibited from increasing an employee s salary; that once a determination is made and an employee s job is properly classified, the Board can do nothing further; and that Appointing Authorities can consider proper pay adjustments, if warranted. Mr. Dekle moved, seconded by Mr. Dates and carried unanimously, that the base pay adjustments be adopted. Request Approval of Changes to Rule 1 The Classification Plan Ms. Schoenherr noted that the proposed change to Rule 1 is in regard to Item E under Appeals; and that staff is recommending adding language to define downward reclassifications associated with the implementation of the Evergreen Study as any change for which the maximum pay rate of a pay grade is lowered by at least 4.5 percent from its current maximum. Ms. Schoenherr indicated that the 4.5-percent threshold is similar to the 4.5-percent threshold used for upgrades; that some Appointing Authorities, through the EAC, have shared concerns stating that the 4.5-percent threshold would unduly restrict some employees from full appeal rights; and that 225 employees will be affected by a pay grade decrease of 0 to 4.5 percent, leaving an additional 25 employees below the 4.5-percent threshold. Chair Davis indicated that Ms. Schoenherr should also address the next item so that the members may understand the implications of both requested actions. 5

6 Changes to Appeal Procedures Ms. Schoenherr indicated that specific appeal procedures related to downward reclassifications are found in Section 12 of the Board s appeals procedures; and that the recommended changes include simple updates with regard to Forward Pinellas and the Pinellas County Construction Licensing Board, and replacing the Position Audit Questionnaire with the Job Assessment Tool. Ms. Schoenherr discussed Section 12-1 and noted that additional language will be included specific to the Evergreen Study and the limiting of related appeals to only downgraded positions that meet or exceed the 4.5-percent threshold, as discussed earlier; whereupon, she responded to queries by the members and discussed how the threshold was established, and Mr. Loring provided information regarding the appeal and secondary review processes. During discussion and in response to query by Ms. Vecchioli, Mr. McCaslin discussed the County Administrator s concerns and stated that a change to the appeals procedure might block a number of employees based on whether the old or new threshold is used in the definition of a downward classification. Mr. Dekle indicated that he has spoken with County Administrator Mark Woodard and Clerk of the Circuit Court and Comptroller Ken Burke who both communicated to him their lack of support for the rule change; that the change could create a perception problem for the Board; and that he also does not support the proposed changes, and discussion ensued. Chair Davis called for a motion regarding approval of the changes to Personnel Rule 1 and indicated that the action failed for a lack of a motion. Upon the Chair s call for a motion regarding approval of the changes to the appeal procedures, and following input from Ms. Schoenherr, Ms. Vecchioli moved, seconded by Mr. Walker, to approve the housekeeping changes where certain terminology has changed and the adoption of the new appeal procedures minus any language regarding the 4.5-percent threshold. Upon call for the vote, the motion carried unanimously. Request Approval of Delegated Authority to the Human Resources Director to Approve Changes to Classification Specifications Ms. Schoenherr indicated that she is seeking the delegated authority to approve class specification changes directly associated with the implementation of the 2018 Evergreen Study; and that over 300 classifications will need to be updated. Ms. Vecchioli moved, seconded by Mr. Dates and carried unanimously, that the delegated authority be granted. 6

7 Request for Approval of Revisions to the Human Resources Classification Specifications Associated with the 2018 Evergreen Study Ms. Schoenherr related that her delegated authority does not apply to classification changes within the Human Resources Department; that the proposed changes are a result of the 2018 Evergreen Study; and that she is asking the Board to approve the changes recommended for her department, and discussion ensued. Ms. Dolsay moved, seconded by Ms. Vecchioli, that the revisions be approved. Mr. Dekle noted that the changes are consistent with other changes resulting from the study, and Ms. Schoenherr provided input. Upon call for the vote, the motion carried unanimously. Request Approval of the Fiscal Year 2019 Pay Plan Adjustments Ms. Schoenherr indicated that the newly approved pay plan will be effective September 16; that staff is recommending the pay grade minimums and maximums in the new plan be adjusted by two percent; and that the adjustments would be effective September 30. She related that the pay grade ranges in the approved plan were developed several months earlier as part of the Evergreen Study; and that in consultation with Evergreen, there was agreement that the proposed adjustments are needed to remain competitive with the current market. In response to query by Chair Davis, Ms. Schoenherr stated that Human Resources conducts an internal market survey on an annual basis; and that Evergreen concurred that the department should continue to conduct the study each year. Responding to queries by Ms. Vecchioli, she indicated that the Office of Management and Budget has incorporated two-percent adjustments in its budget planning for Fiscal Year 2019; and that it is included in the budget assumptions presented to the Board of County Commissioners. She noted that the proposed adjustments are to the pay grades and are not pay increases to employees; and that a three-percent general pay increase for employees has been approved separately, and Mr. Loring provided information on why the two-percent adjustments have been bifurcated from the initial approval of the new pay plan, stating that each County organization exercises authority over its exempt pay plan. Discussion ensued, and Ms. Schoenherr clarified that the adjustment is not related to the Evergreen Study as it is a typical budgetary exercise conducted annually by the department. Mr. Walker moved, seconded by Mr. Dekle and carried unanimously, that the Fiscal Year 2019 pay plan adjustments be approved. 7

8 INFORMATIONAL ITEMS Action Taken Under Authority Delegated by the Personnel Board The document titled Action Taken Under Authority Delegated by the Unified Personnel Board has been made a part of the record Benefits Program Updates Referring to a PowerPoint presentation titled Pinellas County EAC and Appointing Authority Meeting Materials, 2019 Plan Change Opportunities DRAFT, prepared by benefits consultant Willis Towers Watson, Ms. Schoenherr provided an update on the 2019 benefits program and shared discussions that Human Resources has had with Appointing Authorities and with the Employee s Advisory Council. The presentation has been made part of the record. Ms. Schoenherr discussed possible changes to employee pharmacy plans and options related to employee contributions to health care coverage. Discussion ensued, and Messrs. Dekle and Toney provided input with regard to whether the employees share of health care costs should be increased. Responding to queries by Ms. Vecchioli and Chair Davis, Ms. Schoenherr discussed total compensation and the County s comparison with public and private sector employers, and related that she has the delegated authority to manage the health fund. Other Informational Items Ms. Schoenherr related that Human Resources has recently filled several vacancies on its staff, promoting from within and hiring others new to the department; whereupon, she introduced the employees to the Board. Mr. Dekle expressed his desire for continuing to work on improving communication and engagement between Human Resources, the Appointing Authorities, and the employees. The following miscellaneous informational items were received for filing: 1. Minutes of the EAC Delegate meeting held July 26, Minutes of the EAC Merit Pay Committee meeting held July 18, Minutes of the EAC Representative meeting held July 18,

9 4. Leadership Notes for August Training Calendars for September, October, and November 2018 ADJOURNMENT There being no further business, Chair Davis adjourned the meeting at 9:36 P.M. Chair 9