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Minutes 01-19-06 MINUTES OF THE WHITE COLLAR COLLECTIVE BARGAINING SESSION BETWEEN THE NATIONAL CONFERENCE OF FIREMEN & OILERS AND THE CITY OF BOYNTON BEACH, FLORIDA, HELD ON THURSDAY, JANUARY 19, 2006 AT 2:00 P.M., IN CONFERENCE ROOM B, CITY OF BOYNTON BEACH, FLORIDA Present: For the City of Boynton Beach Wilfred Hawkins, Assistant City Manager Sharon Goebelt, Director of Human Resources John Jordan, Assistant Director of Human Resources Bobby Jenkins, Assistant Director of Finance For NCF&O Sharon Munley, Trustee, Local 1227 NCF&O Pam Welsh, NCF&O (Utilities) Skip Lewis, (Code) Shirley Cassa, (Police) Rob Eichorst, (Police) Call to Order The bargaining session was called to order at 2:16 p.m. A sign in sheet was circulated and provided to the Clerk for inclusion with the records of the meeting. Self- introductions were made. HR Director, Sharon Goebelt announced the City Commission approved the pay plan submitted by MGT. She distributed a copy of the three year plan to the members and reviewed the first year document which is as follows: · Identify the new range which is the shift of 8.47% (5.47 for market adjustment and 3% for COLA); · On 2/8/06 give everyone 6% in the following manner, 2% retroactive from 10/1/05 and 4%; · On 2/8/06, the reclassified individuals would receive 5% for their positions before the 4% would be calculated in; and, · on 4/1 all employees are eligible for merit increases up to 4%. The grade shift would be concurrent with the 6% and would help avoid topping out of the salary range. It was clarified that these increases are based on what salary the individual was earning in October. It was further noted this could result in lump sums being given to those individuals who topped out of their salary range last year. Meeting Minutes NCF&O White Collar Negotiations Boynton Beach, Florida January 19, 2006 The plan was to bring this proposal to the City Commission for approval. The City Commission will meet on February 7, 2006. Mr. Jordan will provide a snapshot of the whole organization to MGT who can sort the information. There was discussion on the appeals process. City staff strongly urged individuals interested in appealing their job classification to submit additional information regarding their duties, not previously submitted to MGT. Additionally, City staff noted that job scope, verses job title, can vary. Any variances in responsibilities should be submitted. It was decided the appeal period should be a two-week period. Mr. Hawkins indicated all the appeals will go forward at the same time. NCF&O indicated a three-year white collar worker contract could be rolled over since the City already knows what it will be doing financially for the next two years or they can have a third year reopen contract. The present contract expires September 30, 2006. The only thing that would change would be evaluations. Mr. Hawkins responded certain divisions are ready to bring issues forward, but other departments may not be ready. He indicated the City could let those departments know they need to bring issues forward by February -March and both parties would be on the same page. Mr. Lewis indicated with the white-collar agreement, a great deal of time was spent on the contract, but there are some concerns with operational issues. He further elaborated they were minor issues. The meeting recessed at 2:35 PM for caucus and reconvened at 2:47 PM. NCF&O had a slight concern about compression in the next phase. Staff felt compression would be very minimal, impacting perhaps a handful of individuals but agreed they could take a look at it. NCF&O requested the offer be put into Article language and they will T.A. on it and bring it to a vote. There was discussion how soon they could get the language into proper form. NCF&O will take it to the February 7th meeting. It was decided the parties would meet on Monday, January 23 at 1 :00 P.M. The Friday, January 27,2006 White Collar Bargaining meeting will be cancelled. It was noted the Police Department does not have access to the City's shared drive. Mr. Hawkins will investigate having one terminal specifically for City of Boynton Beach Shared Access information located in the Police Department. There was agreement the appeal period will be defined and there was discussion whether to put that in the contract. Incorporating language into the contract indicating any appeals granted would be retroactive to the date was mentioned. How to make the employees aware of the appeal process was discussed. The City of Boynton Beach will notify all employees about the opportunity to appeal and the process. The City indicated they would make employee's sign for the letter and Ms. Goebelt indicated she would be meeting with each of the department heads. The City will have letters 2 Meeting Minutes NCF&O White Collar Negotiations Boynton Beach, Florida January 19, 2006 developed by next week and there was discussion pertaining to how to make all employees aware of the procedures given many employees don't read many handouts. It was noted using colored paper had been successful in the past, and having each supervisor meet with their staff members would be suggested. Ms. Munley indicated she had concerns not with a two week time period for appeals, but the up front education. She expressed concern that individuals might be missed. Ms. Goebelt communicated the employees are very interested in this issue. She said the letter being mailed directly to the employee will advise them procedures are coming and will be attached to their paycheck. She also pointed out she has started communicating with supervisors to compile times staff meetings are taking place and to-date, five supervisors have responded. Mr. Hawkins indicated they would ensure the supervisors are alerted that correspondence is coming out and to make sure their employees read the information. This could also be addressed at the senior staff meeting. Mr. Lewis thought two weeks was sufficient time to appeal and felt additional time would delay the process. There was conversation about how the appeals would be handled. The appeals would be submitted to Human Resources to be logged and recorded, at which time the appeal becomes public record. The appeals are then forwarded to MGT to be re-examined. There were questions about what information was obtained from other municipalities on the job classifications to compare with information on job classifications for this study. This information could be used to determine what was different. Mr. Jenkins responded they do not have that information and the City does not conduct salary surveys. Mr. Hawkins encouraged employees to submit different, additional information regarding their job descriptions, and to emphasize what aspect of their dutiesare different, and then pay can be assigned. PEPIE was discussed, which was Public Employee Personnel Information Exchange and whether it was available. NCF&O will set up a vote for the first week in February and the City will contact the NCF&O to discuss residual matters and about a three year contract. There was discussion about setting up dates in February for performance appraisal issues. Ms. Welsh indicated it would take about a year to develop good performance appraisal guidelines. NCF&O indicated they would need to meet at least every other week to work on performance appraisal issues and the goal for 2006 is to have employees receive good evaluations. There was consensus to schedule a meeting to address this issue. 3 Meeting Minutes NCF&O White Collar Negotiations Boynton Beach, Florida January 19, 2006 Adjournment The meeting adjourned at 3:20 P.M. Respectfully submitted, " C Catherine erry-Guberman Recording Secretary (012306) 4