Mayor's Employee Council
January 24, 2007
Meeting Summary
 

Members Attending:  Ron Benson, Carol Boyd, Tarrus Crew, Beverly Crockett, Deborah Davis-Williamson, Gary Fama,  Donna Henderson-Braden,Erma Holmes,   Debra Louis, Della Sheffield, Anthony Smith,  Michelle Stuart, David Thorpe, Tonia Wilks

Members Absent:  Taft Bradley, Errol Edingburgh, Bill Robillio, Stacey Taylor

Staff Attending:  Mayor AC Wharton, Jr., Marcia Boyd, CAO's Staff

Mayor welcomed the Council members and wished all a happy New Year.  He talked about the budget process and the kick-off meeting that was held January 22.  Plans are to give a 3% raise to employees with no layoffs planned.  The Commissioners passed a resolution that the new budget should reflect what a 4% cut would mean, and then an additional 5% cut.  Managers will be required to explain what results cuts will have on various programs and any impact in the community.  Benefits are been scrutinized closely by the Commission and it is possible that in the future they maybe different for new employees.  New employees may not be offered a defined benefit pension plan.  This is just in the discussion phase now and nothing has been written.  Most private sector organizations have converted to a defined contribution system for employees.

Responses to previous issues, concerns and suggestions by the Council had been distributed before the meeting to allow more time for discussion of new items.
 

New Issues/Suggestions Discussed:

There were concerns about the proposed changes to life and health benefits for retirees.  This primarily related to decreasing the life insurance benefit to $10,000.  Response:  A copy of the proposal will be obtained and reviewed to better understand and explain.  If necessary Jim Huntzicker or Mike Swift will be invited to the next meeting to provide additional information.  

There were concerns about the follow-up from Finance about tuition reimbursement that it should be budgeted by the divisions. The division could have a pool of money for the purpose of tuition reimbursement.  Since some departments are not budgeted through the general fund, i.e. Fire Department, Codes, grant funded programs their tuition reimbursement would have to be budgeted through the departments.  Members felt that with the described cutbacks expected with the next budget it's doubtful any funds will be available for tuition reimbursement.  Response:  Managers should justify in the budget how funding of tuition reimbursement or any training will improve the workforce, lead to increased efficiencies and eventual cost savings.

An employee reported that there are rumors about taking away accumulated sick leave.  It is anticipated that employees would be very resistive to changes to the current policy.  Response:   Although unaware of any specifics about changing sick leave accumulation, all the benefits are being scrutinized by the Commission.  This will be investigated.

There was a question if any progress has been made on offering a 4-day work week where feasible.  Response: It is still being considered and worked on. 

It was noted that at 201 Poplar there are signs stating that smoking must be 25 feet from the entrance.  It was suggested that signs should be posted on other buildings restricting the smokers from standing at the entrance to a building.  Response: This will be brought to the attention of Support Services to determine how to proceed with notifications at all building entrances.

An employee asked if healthcare benefits can be renegotiated so that employees can keep their original physicians who are not in the network.  Response:  This will be brought to the attention of Benefits for an explanation. 

Some employees do not consistently get a lunch break.  Response:  There are certain employee groups such as protective services that are handled differently by wage and hour laws.  This will be brought to the attention of the County Attorney for an explanation. 

There was a question about employee confidentiality when an issue is brought to Human Resources.  This related to notification of management that the employee met with HR.  Response:  More information is needed on the specific incidence.  It was suggested that HR attend the next meeting to explain any HR issues that are introduced. 

Parking at the Health Department continues to be an issue.  Members wanted to know about the status of the additional parking at the Convention Center.  There were questions about how some departments seem to have ample parking, even allowing temporary employees to park in the garage, while others are very limited.  Response:  A group is meeting regularly to address the parking situation.  More information will be gathered on future plans to report back to the Council.

One employee who has been participating in the Ride-Share program described how well it was working and recommended that others investigate the program.  It is currently described on the intranet, myShelbyCounty, and additional information can be obtained by calling 379-7840.

An employee wanted to know if the County has funds available for retirement parties when an employee retires.   Response:  There were several examples of employees contributing to the parties, but none where the County paid for a party.  It was suggested that when plaques are presented, to consider ordering from the Print Shop.  The Print Shop is equipped to design and engrave plaques.  This would be at a cost, but possibly cheaper than going to outside vendors.

There was a question if flex time and tele-commuting would ever be allowed for County employees.  Response:  This will be investigated and reported back to the group.

An employee suggested checking into participating in state benefit programs as some of the local municipalities do.  There was especially interest in a better dental plan.  Response:  This will be investigated and reported back to the group.

An employee complained that panhandlers are soliciting employees when they walk to parking.  Response:  This will be reported to Security.

It was reported that Aflac does not provide for hospitalization with the current policy.  Others outside of Shelby County do get hospitalization with Aflac.  Response:  This will be investigated and reported back to the group. 

The Mayor suggested at the next meeting he would like to spend some time with the group describing some of the programs that have been implemented that are having a positive impact on the community, i.e. Imagination Library. Head Start expansion, Prison re-entry program, etc.
 

Follow-up to Previous Meetings:

• A Spanish language class is being taught to Code Enforcement inspectors, clerical employees and management.  This will serve as a pilot for other possible classes.
• Human Resources will be hiring a manager of Workforce Planning and Development who will oversee training as well as determine future employment needs.
• Retirement classes were provided to Plan B employees and additional classes will be scheduled for Plan A (February 15) and Plan C (March 13 & April 19). 
• The 21 veterans who have returned from active duty were sent letters from the Mayor and list of available FedEx Forum tickets.  (Employees included those working for elected officials in addition to the Mayor's Administration).  A list of employees with perfect attendance was obtained from HR.  After eliminating part-time employees, temporary employees, Administrators and Deputy Administrators, there were 708 employees.  This makes determining a method of distributing a small amount of tickets very difficult.  Since the third recommendation was to let Council members use the tickets, Council members can be on "standby" for any unclaimed tickets by the veterans 2-3 days before the event. 
• Long-term care (nursing home) rates vary based on the age of the individual, amount of coverage, etc and may be better handled at the individual level, but this can be investigated further.
• The suggestion of adding sick leave accumulations to years worked at time of retirement was researched by a consultant in 2005, and because of the additional cost to the County it was considered prohibitive.  The increase for FY06 was $1.7 million, FY07 $1.9 million, FY08 $2.1 million and FY09 $2.4 million.  The amounts would continue to increase each year.
• Finance was unaware of any reimbursement problems for travel. However, there is a solution. A new policy is being introduced to use Travel Cards for travel that will eliminate advances and reimbursements.
• To change the residency requirement for law enforcement employees or any employee would require a change in the Charter. 
• Allowing employees to trade Christian holidays for non-Christian holidays would be difficult unless the employee works in a 24/7 operation. 
• The problem of employees sending "blanket" emails is covered in the email policy.  The specific incidence of an employee sending the religions notice was addressed by the County Attorney.  The employee was told not to send the religions announcements in the future.
• Current insurance policies do not provide for employees to receive reimbursement when billing errors are found on hospital bills.  This could still be investigated.
• No additional information on the following issues:
  • Child Care provisions
  • Donating Annual Leave
    

The next meeting will be March 22, 2007 at 3:00 p.m.