City of Ashland

PARKS AND RECREATION COMMISSION

SPECIAL MEETING
MINUTES

March 3, 2010

ATTENDANCE

Present:         Commissioners Eggers, Lewis, Noraas, Rosenthal; Director Robertson; Superintendents Dials and Gies

Absent:       Commissioner Gardiner; City Council Liaison Jackson

CALL TO ORDER

Rosenthal called the meeting to order at 3:30 p.m. at the Parks office, 340 S. Pioneer Street.

EMPLOYEE HANDBOOK LANGUAGE CHANGE

Robertson said the City Attorney urged staff to meet with the commission to discuss potential changes to the employee handbook. He distributed draft changes for sections 8.3 Discipline and Discharge and 4.3 Work Week Schedule and Workday.

For section 8.3 Discipline and Discharge, Robertson said proposed revisions would redefine the manual by not allowing grievances to occur for non-monetary disciplinary actions such as verbal or written reprimands. He said employees would have the ability to grieve if they were demoted, suspended without pay, or discharged. He said not allowing the non-monetary discipline grievances to occur would better align Parks personnel practices with current city practices.

For section 4.3 Work Week Schedule and Workday, Robertson said non-exempt employees formed an employee association after losing the option to work the “9-80” schedule in which they worked longer days Monday through Thursday and eight hours on Friday, allowing them to take off every other Friday. He said the non-exempt employees held another vote in which they were asked to choose to allow or not allow the 9-80 schedule to be offered to staff as a work schedule. He said they unanimously approved allowing the alternative schedule. He said management had the discretion to assign work schedules and tasks as needed and they felt the alternative schedule suited the needs of both management and staff.

Discussion Among Commissioners

Commissioners asked several clarifying questions including whether an employee who received a verbal or written reprimand would be allowed to respond in writing and Robertson said they would be allowed. He said employees also were allowed to review their personnel files at any time but not to remove items. Rosenthal suggested including language—within section 8.3—that offered employees the option to respond in writing to verbal or written reprimands. Robertson said the wording could be changed accordingly but suggested seeking input from the City Attorney before incorporating additional wording.

Staff was directed to obtain feedback from the City Attorney.

MOTION Noraas moved to approve the personnel policy changes as outlined, with the amendment of offering employees the option to respond in writing to verbal or written reprimands (with City Attorney approval). Eggers seconded the motion.

The vote was: 4 yes – 0 no

ADJOURNMENT– By consensus, Rosenthal adjourned the meeting at 3:45 p.m.

Respectfully submitted, Susan Dyssegard, Ashland Parks and Recreation