HR Committee — Burlington, VT
Date: 2024-09-30
Time: 14:30

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
  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
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.

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

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.