DRAFT – These minutes are not official until approved at the next Personnel Committee meeting.

City of Bigfork

Personnel Committee Meeting February 4, 2008

Members Present:     Mayor Roger Logdahl, Mike Stevens, and Anne Collins

Members Absent:      Joey Jacobson

Also Present:              Joe Zimmer

The Personnel Committee meeting was called to order at 4:58 p.m.

Minutes:  Motion by Stevens seconded by Collins to approve the minutes of the December 3, 2008 meeting, motion carried unanimously (MCU).

Performance Reviews:  As Police Chief Jon Babcock was unable to attend the meeting, his review was postponed.

Logdahl was concerned that the categories used to gauge employee performance were not adequate.  Stevens stated that the reasoning behind the categories that were chosen was to have the review process be as objective as possible because of the fact that they, as Personnel Committee members, did not typically have enough knowledge of the day-to-day performance of the employees to conduct a fair review.  A motion was made by Collins and seconded by Stevens to table the performance reviews until the next meeting so that Committee members could visit with the relevant supervisors, MCU.  So that the reviews do not get put off for two full months, a special Personnel Committee meeting will be held on March 3, 2009 at 4:45 p.m.  Zimmer exited the meeting at this time.

It was determined that two of the categories used for evaluation, timecards/mileage/work logs and driving record/use of city equipment, should be split into separate categories and that a line item for general job performance should be added.  Motion by Collins, seconded by Logdahl to send the suggested changes to the review form to the Council for review and approval, MCU.

Uniform Policy:  As Babcock was not able to be present at the meeting, the information to complete the policy was not available.  Collins expressed frustration that the Committee had been waiting for this information from Babcock since July of last year.  She felt that the information should be easy to supply as it simply involves writing down what uniform was required of the part time officers when they were hired.  Collins and Logdahl felt that the Chief should wear the same uniform as the part time officers wear.  Stevens was concerned about requiring the Chief to wear a specific uniform after he’s been allowed to wear a uniform of his choice for so long.  Logdahl stated that the City needs to be consistent with requirements for all employees and he felt strongly that it was important for an officer of the law to wear the typical and appropriate uniform.  Stevens did not feel a typical uniform was as important in a small town where everyone knows who the members of the police department are.  Collins pointed out that the City’s ordinances state that “Each member of the Police Department shall, while on duty, wear a suitable badge and uniform furnished by the City through an annual uniform allowance as provided for in the City Personnel Policy…”

It was determined that the uniform policy would be placed on the agenda for the March special meeting and that the Chief would be asked to supply the requested information to the Clerk in time for her to include it in packets for the meeting.

Review of Police Department Positions/Job Descriptions:  Logdahl stated that he had identified a number of inconsistencies between the job description for police chief and that of the police officer.  He felt the two should be nearly identical other than the chief having more authority.  He stated that it was apparent that the job description for police chief had been tailor-made for the current employee and that was an issue.

Stevens felt that before a lot of time was spent revising job descriptions, the City would need to seriously consider the viability of continuing to have a police department at all.  In light of the cuts that are coming to the City’s Local Government Aid, it may be necessary to take a look at eliminating positions or even the department as a whole.  Various options for the department were briefly discussed including returning to one full time chief position, using one part time chief along with a volunteer crime watch program, or having no City police at all and relying on Itasca County for coverage.  The Committee reached a consensus to notify the Council that they would be reviewing the job descriptions at their special March meeting and to ask for their input. 

Review of Employee Driving Records:  The Committee reviewed employee driving records which showed that no incidents had occurred as of the effective date of the driving records policy. 

Storlie stated that she had incorrectly categorized the incident reviewed at the December meeting involving the Water/Wastewater/Maintenance Assistant.  The policy allows for deduction of points for citations and there was no citation issued.  The Committee felt that the policy definition of “incident” should be expanded to include any occurrence, even if no citation is received.  They also felt that it should be mandatory for an employee to contact law enforcement for any incident occurring while one duty and involving a city vehicle or equipment.  Furthermore, immediate drug and alcohol testing should be required for any employee involved in an incident while on duty.  Clarification was needed on how employees gain points back.  It was determined that two points per year could be gained back as long as no other incidents had occurred.  A motion was made by Stevens and seconded by Collins that the policy amendments discussed be forwarded to the City Council for review and approval and to recommend that the City Council maintain the previously imposed deduction of six points from the Water/Wastewater/Maintenance Assistant’s driving record, MCU.

Collins inquired whether point deduction or disciplinary action was warranted for the repairs needed on the white truck.  Stevens stated that employees could not be held responsible for mechanical failure of a vehicle unless the City has specific and documentable proof that the failure was due to operator abuse.  Logdahl stated that the supervisor should be held accountable to educate the employees and he volunteered to talk with the supervisor to ensure that adequate on the job training is provided and other appropriate measures are being taken to prevent unnecessary wear and tear on vehicles and equipment.

Review of Employee Time Cards/Logs:  The Committee reviewed employee timecards and logs for December 2008 and January 2009.  The Committee asked that bound log books be purchased and used rather than loose sheets of paper.  Timecards need to be signed by the employee and not just the supervisor.  Vehicle logs should contain information on vehicle maintenance.  Monthly totals of area worked in should be included on work logs for the Public Works Department. 

Collins reported that a citizen had complained to her about their water meter being misread resulting in a high bill.  While errors like this will happen from time to time, it was noted that the employees should be reminded to be careful when taking readings to ensure proper billing.  Storlie was directed to include a note on utility bills at the beginning of next winter asking residents to please keep the snow cleared from around their meters to assist the City with being able to obtain accurate readings. 

The meeting was adjourned at 6:49 p.m.  The Personnel Committee will meet again in a special meeting scheduled for March 3, 2009 at 4:45 p.m.

Angela L. Storlie