Loading...
03-09-1989 Special Q o MERIT BOARD SPECIAL MEETING MARCH 9, 1989 - 7:00 P.M. Conference Room at City Hall ROLL CALL Karen Grasberger Marvin Owens Keith Denton Sherry Young Harry Jones Present Present Present Present Present Chairman Jones stated that this is a Special meeting and there would be no approval of minutes at this meeting. Chairman Jones stated the purpose of the meeting was to look into and consider two grievances from Karen Rickelman. Review of yearly evaluation and letters of appreciation or commendations being placed in employee's personnel file. Chairman Jones passed out a memo from City Manager Powers, dated March 9, 1989, Subject: request of employee to have letters of commendation placed in employees personnel file. Chairman Jones asked Mrs. Rickelman to address the Board. Mrs. Rickelman explained that in the evaluation that took place on January 23, 1989, there were two things that were brought up in regards to the score the City Manager gave her. Mrs. Rickelman explained the first item: Relations with the public. She gave her account of a situation that took place between her and a customer who was upset about paying for a minimum service he was not using. Mrs. Rickelman then went on to explain the other comment which was recognizing the limits of her position when speaking to the press. She explained to the board that the City Manager referenced a newspaper article that appeared February 25, 1988, and she had not spoke n to the press since that time. Mrs. Rickelman told the board that she checked to be re-evaluated in 90 days, she also read into the record her comments. The comments from the City Manager were also read into the record. Mrs. Rickelman also explained to the board that the City Manager suggested that she submit a brag sheet so that he could get an idea of her accomplishments. Mrs. Rickelman stated that she turned in this brag sheet, those accomplishments were brought up a discussed by Mrs. Rickelman. Chairman Jones informed the board that he spoke with the City Manager this afternoon on this subject. Chairman Jones also informed the board that City Manager Powers would not be attending the meeting. He went on to brief the board on the conversation he had with the City Manager. Chairman Jones read into the record a letter from JoAnn Sikes dated March 3rd in reference to Karen Rickelman's job as Project Manager for the Library construction. The board discussed what could be placed in the employees personnel file. Mr. Denton brought up page 12 of the Employees Personnel Guide, page 12 of the PEA and SPEA Contract. He expressed that it clearly states in all three documents that the employee has the right to have what they wish filed. This subject was discussed at length between the board members. Mrs. Rickelman expressed to the board that she did not feel that the City Manager allowed her proper time for her evaluation. She explained that the evaluation took place at 4:23 P.M. and that the door to the City Manager's office and the door to the City Manager's secretary office were left open. She informed the board that she had discussed the lack of privacy with the City Manager and he stated the reason for not closing the doors was he did not want any problems with sexual discrimination. Chairman Jones told the board that this was brought up when he spoke to the City Manager earlier and was told the same. The Board discussed at length the employees right to proper time and privacy during an evaluation. o o . Chairman Jones passed on the board that the City Manager expressed that he was a tight evaluator and that the merit rating system was not being properly administered by management. Chairman Jones used a figure of approximately 95% of the employees have received the merit increase. The board discussed this subject a length. Chairman Jones informed the board that he had reviewed Mrs. Rickelman's records. He went over the past evaluation scores with the board. The board discussed the fairness of having a supervisor who has only been with the City for three months of Mrs. Rickelman's twelve months doing a fair evaluation. Mrs. Grasberger brought up the fact that one of the letters in Mrs. Rickelman's file from Interm City Manager Kelly states clearly that it will be considered as a major support document for her next evalaution. Her feeling being, if the file had been reviewed, City Manager Powers would have been aware of it. The Board went on to discuss how in the past Mrs. Rickelman scored high and how could the score be so low for this evaluation. Chairman Jones told the board that he brought up the subject of material being placed in personnel files with the City Manager. The City Manager wrote in his memo that letters of recommendations and commendations should not be part of the file. Chairman Jones told the board the City Manager expressed his reason for this was the tremendous amount of material it would create. He went on to explain that these files, must stay on file for fifty years after the employee leaves his employment. This ~sdiscussed by the board members. Mrs. Rickelman stated that she spoke with PERK and John Shalwalter expressed to her that just putting negative items in ones personnel file would be ridiculous and that an employee has every right to put letters of commendation and appreciation in their personnel file. Mr. Britian gave his account of the status several years prior on how the Police Department managed without a Police Chief, comparing his experience with the conditions the City Hall employees have been working under. He also expressed his concern that he felt Mrs. Rickelman should receive the merit increase she deserves. Mrs. Young made a motion that Karen Rickelman be re-evaluated by a different super- visor that knows her performance. This was discussed but did not get a second. Mr. Denton made a motion that the merit increase be granted retroactive to January 20, 1989 and that all attachments, brag sheets and all other things that have been submitted to the board tonight be made part of the evaluation. Mr. Denton added that by doing this anyone looking at this could make their own determination. Mr. Denton also moved that the opinions of this board be made a permanent attachment to the current review and that all other documents as submitted by Mrs. Rickelman also be an objection to this review. There was further discussion and as foundation for this decision; refer to paragraph f of the City Managers memo of March 6, 1989,page 12 of the Personnel Manual and page 12 of the PEA Contract, motion was seconded by Mrs. Grasberger motion passed 5-0. Mrs. Young made a motion that employees can put letters of appreciation and commendations in their personnel file motion was seconded by Mr. Owens motion passed 5-0. Chairman Jones stated that there being no more business to come before the board, asked for a motion to adjourn. Mrs. Grasberger so moved seconded by MR. Denton. Minutes submitted by: Susan J. Wadsworth -2- Special Merit Board Meeting March 9, 1989