HR Committee

Regular Meeting

Burlington, VT · September 30, 2024

Minutes

Monday, September 30, 2024, 2:30 PM, Kieslich Cottage, 311 North Ave. Burlington, VT 2 pm, Kieslich Cottage, 311 North Ave. Burlington, VT OR Remotely via ZOOM: Please click the link below to join the webinar: Zoom Link: https://zoom.us/j/94820907375?pwd=ZWdzWk5KTGp5K29vZ1dEd2dLaU9jQT09 Meeting ID: 948 2090 7375 Passcode: 616429 Present: Councilor Sarah Carter, Chair (SC) Councilor Marek Broderick (MB) Councilor Evan Litwin (EL) Lynn Regan, HR Acting Director (LR) Gillian Nanton, CEDO / Language Access Project (GN) Phet Keomanyvanh, Director of REIB (PK) John, resident Ward 4 NNE Meaghan Diffenderfer, HR Administrative Coordinator (MD) Councilor Carter calls the meeting to order, 2:33 pm 1. Adopt Minutes EL moves to approve the minutes MB second All in favor, motion so moved and adopted. Adopt Agenda EL moves to adopt the agenda MB seconds All in favor, motion so moved and adopted. 2. Public Forum None. 3. Language Access Policy Presentation by CEDO and REIB (Gillian Nanton, Phet Keomanyvanh) on the Language Access Program (LAP). The LAP was created and approved by Council in 2020, with support from the Mayor’s office, CEDO, REIB, and HR. The intent is for all employees and residents to have access to services and information as well as opportunities in the city. The goal is to be sure this policy is embedded across city departments. There are three key components to the program: ensuring meaningful access is provided for city programs and services, prioritizing translation and interpretation - particularly around emergency services and communication as well as non-emergency communications, and a commitment to complete a need assessment ever 3 years. The identified key needs are for translation services; CEDO has worked to provide translation services through a third party vendor for public communications. The policy also calls for naming of Language access service representatives. It requires departments to each name a representative who will be the main resource in the department / first point of contact around language access. Earlier this year there were 9 representatives; it is now up to 18 representatives thanks to support from the Mayor. The policy also calls for staff training and best practices. The LAP is coming forward to committee to ask for a consideration of embedding the LAP into the PPM to further embed this work across the City. Councilors asked clarifying questions around other places to focus (particularly the new City webpage and election materials). LR confirmed that this policy will be enshrined in the updates being made to the PPM. SC shares an update that two City Council meetings ago the accessibility committee passed a resolution re-structuring the committee and specifically tasks each department to identify a liaison around accessibility. 4. PPM Update LR: This is going to be on our agenda for a while, but to provide an update, we have been reviewing the PPM as the HR staff and are getting ready to hand it off to the Attorney’s office for review. We had a meeting with the Attorney’s office, Director Barker and CEO Schad and have discovered some policies that exist but might not need to live in the PPM, and finding where we want to store those. Completion date is March 2025 – after the Attorney’s office review and the committee review, we also have to provide it to employees for 15 days. There will be a summary document to highlight the changes made. 5. 360 Evaluations LR provided an update on the 360 Evaluation process. She has been in touch with the Mayor who took a look at the edits of the first draft and provided some feedback; those edits will be incorporated and then distributed via email to committee for review and approval. Councilors asked clarifying questions, including confirmation for if evaluations will be from a large cross- section of staff to help maintain anonymity of responders, and noting the varying department sizes will have an impact on that as well. Councilors also noted that for some department heads that are public facing, responses from Commission Members may be welcomed. LR confirmed that feedback provided so far by the Mayor has only been in regards to the make-up of the questions in place. 6. Review of Council Required Trainings EL brought forward concerns around the required trainings currently hosted in the NeoGov portal, specifically who is required to take them. There is concern around the time it takes to complete, which especially for elected officials, is time taken away from providing direct services to residents. LR shared there is a priority list for what should be completed by every employee and representative of the City (REIB trainings and the Cybersecurity trainings) vs. what are the currently-assigned OSHA trainings for all . SC suggested a memo with those trainings outlined. LR will determine first if any of them are necessary, and then will move the conversation forward accordingly. 7. Other Committee Business Councilors asked clarifying questions on the status of the resolution on the accessibility committee, and if the LAP representatives get any additional compensation. LR clarified that the LAP are almost all non-union staff, much like the accessibility committee. Next meeting is November 4 at 2:30 pm at Kieslich Cottage. 8. Adjournment Councilor EL motions to adjourn. SC seconds. Motion so moved, and meeting adjourned. 9. Informational and Non-Discrimination Statements The City of Burlington will not tolerate unlawful harassment or discrimination on the basis of political or religious affiliation, race, color, national origin, place of birth, ancestry, age, sex, sexual orientation, gender identity, marital status, veteran status, disability, HIV positive status, crime victim status or genetic information. The City is also committed to providing proper access to services, facilities and employment opportunities. The programs and services of the City of Burlington are accessible to people with disabilities. Individuals who require special arrangements, auxiliary aid, service for effective communication, or a modification of policies or procedures to participate in a program, service, or activity of the City of Burlington, should contact the office of the Title II Burlington ADA Coordinator at 802-865-7000 as soon as possible but no later than 48 hours before the scheduled event.

Agenda

Packet

Monday, September 30, 2024, 2:30 PM, Kieslich Cottage, 311 North Ave. Burlington, VT 2:30 pm, Kieslich Cottage, 311 North Ave. Burlington, VT OR Remotely via ZOOM: Please click the link below to join the webinar: Zoom Link: https://zoom.us/j/94820907375?pwd=ZWdzWk5KTGp5K29vZ1dEd2dLaU9jQT09 Meeting ID: 948 2090 7375 Passcode: 616429 1. Adopt Minutes Subject 1.1. Approval of Minutes Meeting September 30, 2024 - HRPC 09/30/2024 - Monday, September 30, 2024, 2:30 PM, Kieslich Cottage, 311 North Ave. Burlington, VT Category 1. Adopt Minutes Department Human Resources Type 2. Public Forum Subject 2.1. Public Forum - Verbal Comments Meeting September 30, 2024 - HRPC 09/30/2024 - Monday, September 30, 2024, 2:30 PM, Kieslich Cottage, 311 North Ave. Burlington, VT Category 2. Public Forum Department Human Resources Type 3. Language Access Policy Subject 3.1. Report from CEDO and REIB Meeting September 30, 2024 - HRPC 09/30/2024 - Monday, September 30, 2024, 2:30 PM, Kieslich Cottage, 311 North Ave. Burlington, VT Category 3. Language Access Policy Department Human Resources Type Recommended Action 4. PPM Update Subject 4.1. Update from HR on Personnel Policy Manual Updates Page 1 of 5 Meeting September 30, 2024 - HRPC 09/30/2024 - Monday, September 30, 2024, 2:30 PM, Kieslich Cottage, 311 North Ave. Burlington, VT Category 4. PPM Update Department Human Resources Type Recommended Action 5. 360 Evaluations Subject 5.1. Update from the Mayor's Office on the 360 Evaluation Process Meeting September 30, 2024 - HRPC 09/30/2024 - Monday, September 30, 2024, 2:30 PM, Kieslich Cottage, 311 North Ave. Burlington, VT Category 5. 360 Evaluations Department Human Resources Type Recommended Action 6. Review of Council Required Trainings Subject 6.1. Review of OSHA trainings required for all City employees. Meeting September 30, 2024 - HRPC 09/30/2024 - Monday, September 30, 2024, 2:30 PM, Kieslich Cottage, 311 North Ave. Burlington, VT Category 6. Review of Council Required Trainings Department Human Resources Type Recommended Action 7. Other Committee Business 8. Adjournment Subject 8.1. Motion to adjourn Meeting September 30, 2024 - HRPC 09/30/2024 - Monday, September 30, 2024, 2:30 PM, Kieslich Cottage, 311 North Ave. Burlington, VT Category 8. Adjournment Department Council and Board Type Recommended Action 9. Informational and Non-Discrimination Statements Page 2 of 5 The City of Burlington will not tolerate unlawful harassment or discrimination on the basis of political or religious affiliation, race, color, national origin, place of birth, ancestry, age, sex, sexual orientation, gender identity, marital status, veteran status, disability, HIV positive status, crime victim status or genetic information. The City is also committed to providing proper access to services, facilities and employment opportunities. The programs and services of the City of Burlington are accessible to people with disabilities. Individuals who require special arrangements, auxiliary aid, service for effective communication, or a modification of policies or procedures to participate in a program, service, or activity of the City of Burlington, should contact the office of the Title II Burlington ADA Coordinator at 802-865-7000 as soon as possible but no later than 48 hours before the scheduled event. Page 3 of 5 Friday, July 19, 2024, 8:30 AM, Red Stone Cottage Conference Room (Kieslich Park, 311 North Ave) 8:30 am, Red Stone House Conference Room, Kieslich Park, 311 North Ave., Burlington, VT OR Remotely via ZOOM: Please click the link below to join the webinar: Zoom Link: https://zoom.us/j/94820907375?pwd=ZWdzWk5KTGp5K29vZ1dEd2dLaU9jQT09 Meeting ID: 948 2090 7375 Passcode: 616429 Present: City Councilor Sarah Carpenter, Chair (SC) City Councilor Marek Broderick (MB) City Councilor Evan Litwin (EL) Lynn Reagan, Acting Director, Human Resources (LR) Others: Meaghan Diffenderfer, HR Admin Coordinator (MD) Meeting is called to order by SC, 8:35 am 1. Adopt Agenda Councilor EC moves to adopt the agenda Councilor MB seconds All in favor, motion so moved and adopted. 2. Adopt Minutes Councilor EC moves to adopt the minutes from the June 14 2024 meeting. Councilor MB seconds All in favor, minutes so approved and adopted. 3. Public Forum none 4. Department Head 360 Evaluations a. Coming from the new administration, there is a desire for a 360 Evaluation for Department Heads. AD Lynn brought forward an example of a 360 evaluation from SHRM (Society of Human Resource Management) that includes edits from former Director Durfee and herself. She notes that any gendered language will be updated to gender neutral they/them. The intent is for this evaluation to be presented to a peer department head that they have a working relationship with, direct report, employee of the department, and a commission member. At least two (2) from each of these groups or a certain percentage of the department. Councilor Litwin recommends including staff from every level of the department. b. Feedback from councilors: i. Adding optional opportunities to give examples for each question asked to allow experiences to be expanded on. ii. Adding at the end of the survey another free feedback space “is there anything you would like to share with us that wasn’t asked / what was missed?” iii. Confirmation email that says thank you for taking the survey and contact information should they want to reach out to a member of HR to talk about anything they felt weary about putting in writing or if anything else comes to mind after the survey. Page 4 of 5 iv. Do we include seasonal employees for feedback, and if so to what extent? v. Accessibility of the survey 1. Translation services need to be available for these surveys. 2. For anyone who may not have access to technology 3. A third party to assist with completing – the party should ideally be compensated vi. We may want to consider sending to every direct report, and then aim for a percentage as we go down the flow chart of employees. vii. The HRPC should have an established agreement that comes from the committee that under no circumstances should the mayor or anyone in her office have access to information that might disclose who completed the survey. viii. Do we want to include constituents via the commissions and if so how many? HR to provide a list of the commissions and applicable department heads. ix. Councilors can be invited to provide feedback to the mayor as well. It does not have to be anonymous, but it should not be public record. EL makes a motion that this body recommend to the mayor that during the 360 review process no one in the mayor’s office, including the mayor themself, should have access to identifying information of anyone who completes the survey to the best of everyone’s ability. MB Seconds. All in favor, motion so moved and approved. If any councilors have further feedback on the survey, that can be provided to Lynn directly. 5. Personnel Policy Manual HR has been working on updating the manual since early Covid. The new administration is aware that it is being worked on. Once the new City Attorney has started they will review, and then we will bring it to the HRPC for one final review. 6. Other Committee Business Next meeting Monday (TBD) 2:00-4:00 pm for non-council Mondays. Lynn & Meaghan to draft that schedule. 7. Adjournment Adjourned at 9:43 am 8. Informational and Non-Discrimination Statements The City of Burlington will not tolerate unlawful harassment or discrimination on the basis of political or religious affiliation, race, color, national origin, place of birth, ancestry, age, sex, sexual orientation, gender identity, marital status, veteran status, disability, HIV positive status, crime victim status or genetic information. The City is also committed to providing proper access to services, facilities and employment opportunities. The programs and services of the City of Burlington are accessible to people with disabilities. Individuals who require special arrangements, auxiliary aid, service for effective communication, or a modification of policies or procedures to participate in a program, service, or activity of the City of Burlington, should contact the office of the Title II Burlington ADA Coordinator at 802-865-7000 as soon as possible but no later than 48 hours before the scheduled event Page 5 of 5