CITY OF BERKELEY

PERSONNEL BOARD MINUTES

April 2, 2001

Present:     Henry Silver, Chair

                 Lenore Doran

                 Johnnie Porter

                 Charles Robinson

                 Isaiah Roter, Vice-Chair

Staff:         Ron Brown, Secretary 

                 Nicki Spillane

                 Mary Bogen

          I.      Call to Order

                  7:05 p.m.

         II.     Approval of Minutes of March 5, 2001

                  Charles Robinson motioned to approve the minutes of March 5, 2001; Johnnie Porter seconded the motion.  Isaiah Roter requested that the text in the middle of the last paragraph of Item V (page 4) be changed from “The Board requested to” to “The Board requested that this matter be given immediate attention and that it be placed on the City Council agenda as soon as possible and that the Board...”  Vote:  Yes:  Lenore Doran, Johnnie Porter, Charles Robinson, Isaiah Roter, Henry Silver; No:  None; Abstain:  None.  Motion passed by unanimous vote. 

                  Mr. Silver requested, with the concurrence with the Board, that Item VI Recommendation to Establish Housing Services Manager Classification, be moved to the top of the agenda, and Nicki Spillane requested that Item VII, Request for Extension of Temporary Employment, be moved second on the Agenda.  The Board agreed.

       III.      Public Comments

                  None.

       IV.      Recommendation to Establish Housing Services Manager Classification

                  Mr. Rob Kraus presented the item.  He said the item was completed with the input of Mr. Steve Barton, Director of Housing.  A salary survey was done, but it was difficult to find matches due to the differences in how cities are organized.  The recommended salary is based on internal alignments and has been reviewed and concurred with by Local One. 

                  Mr. Barton said this position would manage a division that includes housing development programs, housing rehabilitation programs and housing code enforcement.  He said staff in this division would move back and forth between these components as needed.  He also commented that this classification’s duties are much more complex that those of other Housing Managers in much larger cities.

                  Isaiah Roter asked Mr. Barton to explain the difference between the functions of the Program Planning division and the Housing Services Division.  Mr. Barton explained the differences.  Mr. Roter also asked how the salary for this division manager compares with the salaries of other division managers.  Mr. Barton said it falls in the upper third of the Division Managers overall, and this salary will attract qualified candidates.

                  Charles Robinson motioned to approve the recommendation; Johnnie Porter seconded the motion.  Isaiah Roter offered a friendly amendment of adding “including senior housing and disabled housing programs” to the class characteristics (page 14, second paragraph, second line), i.e., “...housing rehabilitation programs, including senior housing and disabled housing programs, affordable housing development programs, ...”  The Board agreed to this friendly amendment.  Vote:  Yes:  Lenore Doran, Johnnie Porter, Charles Robinson, Isaiah Roter, Henry Silver; No:  None; Abstain:  None.  Motion passed by unanimous vote. 

        V.      Request for Extension of Temporary Employment

                  Nicki Spillane presented the item.  She said Mr. Brian McKenzie, Meter Maintenance Worker, is needed until June 30, 2001 because new responsibilities have been added to the Meter Maintenance Workers’ responsibilities.  This extension will ensure that these responsibilities will be fulfilled.  Karen Moore, Parking Services Manager, added that Mr. McKenzie originally was hired to fill behind an employee who was out on Worker’s Compensation.  The employee has since accepted another position with the city, and the position is now vacant.  In addition, the list to hire for this position has expired.  Nicki added that this position is also tied up because it may be used as a possible flexible placement for staff reduction.  Finance may find funds to continue to fund this position, but in the interim, it cannot be filled.

                  Mr. Robinson asked if the department anticipates having a need for this position after June.  Ms. Moore said there would be a need.  Nicki commented that if the Finance Department decides to fill it after June 30, a new list will have to be created and an exam will have to be done.

                  Isaiah Roter motioned to approve the recommendation; Lenore Doran seconded the motion.  Vote:  Yes:  Lenore Doran, Johnnie Porter, Charles Robinson, Isaiah Roter, Henry Silver; No:  None; Abstain:  None.  Motion passed by unanimous vote. 

       VI.      Recommendation to Increase Salary Ranges for Architect and Landscape Architect Classifications

                  Nicki Spillane gave background information about the item.  Nicki said that in January the City Council, with recommendation of the Personnel Board, adopted a resolution to increase the salary ranges for the engineering classifications effective December 24, 2000.  The Director of Public Works was concerned that the increase for the engineers would create a disparity for the salary of the City’s architects, whose responsibilities are similar to the engineers, and in the past, have had a salary relationship with the engineering classification. 

                  Nicki pointed out that the city did a survey of the architect classification and found that the city’s salaries are lagging behind other jurisdictions.  Staff is recommending an 8.5% equity adjustment for Assistant Architect, Architect, and Landscape Architect.  Nicki said that Local 535 has endorsed this recommendation.  The Board discussed the item. 

                  Johnnie Porter motioned to approve the recommendation; Isaiah Roter seconded the motion.  Vote:  Yes:  Lenore Doran, Johnnie Porter, Charles Robinson, Isaiah Roter, Henry Silver; No:  None; Abstain:  None.  Motion passed by unanimous vote. 

      VII.      Recommendation to Increase Salary Ranges for Registered Environmental Health Specialist and Senior Registered Environmental Health Specialist Classifications

                  Nicki Spillane presented the item.  She said as a result of contract negotiations with Local 535, the City agreed to reconsider the salary comparisons made for the Registered Environmental Health Specialists (REHS).  A second equity study was done in the Fall of 1999, and staff concluded there was a 6% lag behind the median of other jurisdictions.  The Health and Human Services Department was asked to cover the equity adjustments, and in February this year, Health and Human Services identified the funds.  The City and the union have agreed on a 7% equity adjustment effective June 25, 2000. 

                  Charles Robinson motioned to approve the recommendation; Johnnie Porter seconded the motion.  Vote:  Yes:  Lenore Doran, Johnnie Porter, Charles Robinson, Isaiah Roter, Henry Silver; No:  None; Abstain:  None.  Motion passed by unanimous vote. 

     VIII.      Status of Recommendation for City Manager to Establish a Release Time Policy for City Employees Who Wish to Volunteer in the Berkeley Public Schools

                  Hank Silver said the Personnel Board requested staff give a status report on the Board’s request to establish a release time policy for City employees who wish to volunteer in the Berkeley public schools.  Nicki Spillane gave background information regarding the City Manager’s response to the Personnel Board (pages 19-20).  She said this proposal includes suggestions that will move the item forward in the timeliest way possible, eliminates any risk factor for the City, and does not add any costs to the City’s operations.

                  Nicki said the City Manager’s recommendation is asking the Board to consider a total volunteer program which would allow employees to volunteer during work hours using their paid leave (vacation or compensatory time).  The City will publicize the program, and department directors would be encouraged to permit participation.  This proposal reduces the amount complexity and overhead in the original proposal and volunteer time would not affect the employees’ commute patterns or other off-duty obligations.

                  Isaiah Roter said he wants to be on record that he does not agree with the initial sentence of the City Manager’s response (page 19). He believes the Personnel Ordinance has a number of functions that the Personnel Board engages in, most of which are advisory to the City Manager.  He cited Item C, that states, “review the salary and wage plan and revisions and amendments to the plan as submitted by the City Manager and make recommendations to the City Council.”  He believes that release time policy is part of, in general, of the salary and wage plan of the City, and it is appropriate for the Personnel Board to make suggestions and recommendations to the City Council.  He pointed out that he has no problem accepting this recommendation from the City Manager, but does want to set a precedent without a written opinion of the City Manager.

                  Mr. Silver asked how the City plans to assist in advertising the volunteer program.  Nicki responded that the Rebound Program could give the City more detailed information and this information could be published in the Berkeley Matters.  Mr. Silver said he would get a one-page information sheet to Human Resources for transmission to the employees. 

                  Mr. Roter had two other concerns:  1. The Code of Conduct for volunteers developed by the subcommittee, and 2. The idea for some kind of recognition for employees who volunteer.  Ms. Doran said the Code of Conduct should come from the School District or from the Rebound Program.  Charles Robinson stressed the importance that City supervisors are encouraged to approve employee’s time off to participate in the program.

                  Isaiah Roter motioned that the Personnel Board concur with the recommendation of the City Manager in establishing a release time policy for city employees to volunteer in the Rebound Program and that the Personnel Board recommends to the City Manager that recognition be give to employees who do volunteer in the Rebound Program; Charles Robinson seconded the motion.  Vote:  Yes: Lenore Doran, Johnnie Porter, Charles Robinson, Isaiah Roter, Henry Silver; No:  None; Abstain:  None.  Motion passed by unanimous vote. 

       IX.      Report from Staff of Results of Human Resources Department’s Budget Meeting with the City Manager

                  Nicki Spillane said that Ron Brown, Dennis Feggans, Equal Employment Opportunity and Diversity Officer, David Hodgkins, Employee Relations Officer, Liz Schiff, Training Officer; and she met with the City Manager, the Deputy City Manager, the Budget Manager and Budget Analyst to go over the requested budget and present Human Resources needs.

                  Nicki said Human Resources was advised that money is tight, but felt the budget group was supportive of the request for monies for the Training Program.  The exam and classification area may only get one additional Office Assistant II.  Mr. Robinson and Mr. Silver stressed the need for supporting the funding requests of the Training Program.

        X.     Commissioner Request for Excused Absence for Religious and Cultural

                 Holidays

                 Information Only.

       XI.     Update of Proposal for Office of Commission Advocate

                  Nicki Spillane said at the last meeting the City Manager asked the Personnel Board to delay any response on this item until the staff report was submitted.  Staff checked up to the last minute, but the staff report is still not ready.

      XII.      Temporary Employees Report

                  Isaiah Roter asked about Mary Green, a temporary employee in the Information Technology Department whose employment was not to exceed September 20, 2000.  Nicki Spillane responded that the department has been notified for several months that some action needs to be taken.  She said staff will remind Information Technology again and will update the Board at the next meeting.

     XIII.      New Agenda Items

                  Charles Robinson requested a copy of an evaluation of the Employee Assistance Program.  Mr. Brown said no evaluation report exists and the contract with this vendor has been automatic for over a dozen years and is the responsibility of Human Resources’ Employee Relations Officer.  Nicki Spillane commented that she spoke to the Benefits Analyst and she indicated there has been positive feedback from city employees.  Mr. Silver asked if employees are required to evaluate this program after they use it; Nicki said an evaluation is not required.  Mr. Silver said this would not be a new agenda item.

                  Mr. Roter asked that an update regarding the Rebound Program be included in the next meeting’s agenda.

    XIV.      Adjournment

                  9:11 p.m. 

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