HR Committee — Burlington, VT
Date: 2024-07-19
Time: 08:30

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



1. Adopt Agenda

2. Adopt Minutes
  Subject 2.1. Approval of Minutes
  Meeting July 19, 2024 - HRPC 07/19/2024 - Friday, July 19, 2024, 8:30 AM, Red Stone Cottage
 Conference Room (Kieslich Park, 311 North Ave)


  Category 2. Adopt Minutes

  Department


  Type

  Recommended Action

3. Public Forum

4. Department Head 360 Evaluations

5. Personell Policy Manual
  Subject 5.1. Update from HR
  Meeting July 19, 2024 - HRPC 07/19/2024 - Friday, July 19, 2024, 8:30 AM, Red Stone Cottage
 Conference Room (Kieslich Park, 311 North Ave)


  Category 5. Personell Policy Manual

  Department Human Resources


  Type

  Recommended Action

6. Other Committee Business

7. Adjournment
  Subject 7.1. Motion to adjourn
  Meeting July 19, 2024 - HRPC 07/19/2024 - Friday, July 19, 2024, 8:30 AM, Red Stone Cottage
 Conference Room (Kieslich Park, 311 North Ave)


  Category 7. Adjournment

  Department Council and Board


  Type

  Recommended Action

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.

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



1. Adopt Agenda

2. Adopt Minutes
  Subject 2.1. Approval of Minutes
  Meeting July 19, 2024 - HRPC 07/19/2024 - Friday, July 19, 2024, 8:30 AM, Red Stone Cottage
 Conference Room (Kieslich Park, 311 North Ave)


  Category 2. Adopt Minutes

  Department


  Type

  Recommended Action

3. Public Forum

4. Department Head 360 Evaluations

5. Personell Policy Manual
  Subject 5.1. Update from HR
  Meeting July 19, 2024 - HRPC 07/19/2024 - Friday, July 19, 2024, 8:30 AM, Red Stone Cottage
 Conference Room (Kieslich Park, 311 North Ave)


  Category 5. Personell Policy Manual

  Department Human Resources


  Type

  Recommended Action

6. Other Committee Business

7. Adjournment


 Page 1 of 5
  Subject 7.1. Motion to adjourn
  Meeting July 19, 2024 - HRPC 07/19/2024 - Friday, July 19, 2024, 8:30 AM, Red Stone Cottage
 Conference Room (Kieslich Park, 311 North Ave)


  Category 7. Adjournment

  Department Council and Board


  Type

  Recommended Action

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 2 of 5
 Friday, June 14, 2024, 8:30 AM, Remote via Zoom

 8:30 am 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, Committee Chair (SC)
City Councilor Evan Litwin (EL)
City Councilor Marek Broderick (MB)
Kerin Durfee, Director of Human Resources (KD)

Others:
Lynn Reagan, Assistant Director of Human Resources (LR)
Hayley McClenahan, Assistant City Attorney (HM)
Erik Ramakrishnan, Assistant City Attorney (ER)
Chapin Spencer, Director of DPW (CS)
Megan Moir, Division Director Water Resources (MM)
Jesse Greeno, AFSCME Council 1343 President (JG)
Kristin Warner, AFSCME Council 1343 Staff Representative (KW)
Damion Gilbert, AFSCME Council 1343 Treasurer
Tim Williams, Safety Manager (TW)


Meeting called to order by SC.
All present introduced themselves.

 1. Adopt Agenda

SC asks to make two corrections to the agenda before approving, removing 4.1 (Urban Park Ranger) from
executive session as that has been resolved and other Other Committee Business, would like to add an item around
Department Head Evaluation Process.

Councilor MB Moves to adopt the agenda with the suggested amendments.
Councilor EL Seconds.
Motion so moved and approved.

 2. Approve Minutes
 Councilor EL Moves to approve the minutes from the 06.17.24 meeting.
 Councilor MB Seconds.
 Motion so moved and approved.


 3. Public Forum

None.

Motion by Councilor EL, second by Councilor MB, to find that premature general public knowledge of labor relations
and employee grievances would clearly place the City at a substantial disadvantage because the City risks
disclosing confidential personnel matters in public.

Motion by Councilor EL, second by Councilor MB, that based on the finding of substantial disadvantage, the Council
enter into executive session to hear the grievance under the provisions of 1 V.S.A. 313(a)(1)(B) and (D), to include

 Page 3 of 5
all currently present in the meeting (HRPC, Director of HR, Assistant Director of HR, Legal Counsel, Director of
DPW, Representatives from AFSCME Local 1343, and committee admin).

The committee entered Executive Session.

 4. Executive Session
Committee heard from the union and management regarding a step 2 grievance and finalized a resolution.

The committee left executive session and entered the meeting.

 5. Grievance Procedure

 5.1 and 5.2 Use of Proper Forms and Informing HRPC on Grievances


 SC has asked that the staff of HR work with the union to require and make available a form that can be used as
 grievances proceed.


 Leadership from the Union and Management both spoke about what would make a form the most usable for both
 parties, and what should lie on the grievance form vs. each internal parties own tracking and processing of
 grievances. Both parties agreed that grievances would not be denied if not submitted using this form.


 KW offered to bring this forward when the union has a membership and executive board meeting on 6/24. We can
 submit a draft of what we would like to use by 7/1 to be submitted to HR for review.


 6. Interim Support – Departure of the HR Director

As Kerin Durfee will be leaving the HR Director role on 7/1, Lynn Reagan will be Acting HR Director. Lynn joined the
city in 2016 as an HR manger. During her time she’s had the chance to partner with most employees, both
management and individual employees. Looking forward to working with the Union and the Committee.


KD spoke to the group and says thank you to Damion for all his assistance to Kerin directly and the committee.
Kerin also thanks the City Attorney’s Office. She issued a final reminder that it’s our job to take care of our
employees.


SC also issues a thank you to Damion for all his hard work while acting as President.

 7.Other Committee Business

 7.1 Department Head Review


 SC has been having conversations with the Mayor’s office as all employees except Department Heads currently
 have an annual review and procedure in place. SC would like to see this implemented for Department Heads as
 well. The Mayor will be acting the committee for input on process, likely to be brought up on the next agenda.


 7.2 Next Meeting


 The committee will meet next on 7/19/24 at 8:30 am at the Redstone Cottage (311 North Ave).

 9. Adjournment

The meeting was adjourned by SC.



 Page 4 of 5
 10. 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

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.
 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