HUMAN RESOURCE COMMITTEE MEETING

CITY OF COUNTRYSIDE, ILLINOIS

HELD IN THE COUNCIL CHAMBERS ON MONDAY, JANUARY 26, 2015

Chairman Ald. Pondelicek called the meeting to order at 5:00 p.m. He called the Roll of those physically present as follows:

PRESENT: Alderman Robert Pondelicek, Chairman, Ald. Von Drasek,

Ald. Musillami

ALSO PRESENT: City Admin. Paul, Ald. McDermott, Ald. Michalczyk, Ald. Jasinski, Finance Director Drazner, Asst. City Administrator Peterson, Clerk Sweeney, Deputy Clerk Carey

PUBLIC: Resident Don McGoorty

Approval of Minutes

Ald. Von Drasek moved to approve the minutes of March 17, 2014, as presented, seconded by Ald. Musillami and carried unanimously.

Public Comment

None.

Consideration of an Updated Application for Employment

City Administrator Paul presented the updated employment application form that was prepared by the Human Resources Assistant, Sue Dignin. The new form was reviewed by the City Attorney. The updated form is being presented to the HR Committee as information only. There is no need to move to the City Council Agenda. Alderman Michalczyk asked if applicants will still be required to submit to a background check. City Administrator Paul stated, yes, nothing about the process will change. The Committee members agreed to accept the updated application for employment.

Update on Recruitment of an Assistant Manager at the Flagg Creek Golf Course

Asst. City Administrator Peterson provided the Committee with an update of the recruitment process for the Asst. Manager at Flagg Creek Golf Course. She said the City received 20 applications. March 1^st is the target start date for the new employee. She will start reviewing applications and scheduling 1^st round interviews. Interview questions were developed by Billy Rosinia, Gail Paul, Sharon Peterson, and Sue Dignin.

Asst. City Administrator Peterson suggested creating 2 separate interview panels; 1 for first round candidates and 1 for 2^nd round candidates. The 1^st round panel should consist of the golf course manager, Billy Rosinia, Asst. Admin. Peterson, and 1 HR Committee member. The pool of candidates will then be narrowed down to 3. And the 2^nd round interview panel should consist of Asst. Admin. Peterson and 2 members from the Golf Course Advisory Board.

Ald. Von Drasek indicated that he personally knows one of the applicants and would therefore not be able to serve on the interview panel. Chairman Pondelicek asked Ald. Musillami if he would be available to serve on the panel. He said yes. City Admin. Paul said they will try to schedule interviews on Mondays.

Review and Clarification of the City’s Vacation Policy for Non-Union Personnel

Finance Director, Steve Drazner indicated that there are approximately 10 exempt, non-union City employees who rely on the employee handbook for guidelines. He noticed there are 2 sections that could use clarification.

The first section pertains to compensation for overtime worked. Many exempt employees must attend meetings and events outside of their normal scheduled work hours. Compensation guidelines for these extra hours are vague in the employee handbook. Fin. Dir. Drazner suggested establishing a concrete benefit, such as a percentage of hours worked as additional time off. The Committee indicated that most exempt employees are managers and that accepting a management position is done so with the understanding that additional hours for meetings, etc. will be required.

The other section pertains to the City’s policy on vacation time. Fin. Dir. Drazner stated that some City employees negotiate additional vacation days during the hiring process. There is no provision in the handbook that specifically states what happens when the employees reach the 6-year mark, for example.

The Committee feels that it is the responsibility of the hiring manager to negotiate the terms at the time of hire. Ald. Michalczyk directed City Admin. Paul to make sure to notify any employees that were hired with additional vacation time, that they will stay on the established schedule. The Committee does not support a recommendation to update the employee handbook and that it should remain as it is.

Other Business

City Admin. Paul asked Asst. City Admin. Peterson if a pay schedule has been adopted for the Golf Course Assistant Manager Position. Ms. Peterson said that it was approved at the Dec. 10, 2014 City Council Meeting.

Move to Executive Session

Ald. Pondelicek sought to move to Executive Session for the purpose of discussing Personnel and Litigation. Ald. Musillami moved to recess to Executive Session, seconded by Ald. Von Drasek and carried by unanimous Roll Call vote.

Chairman Pondelicek declared the meeting recessed at 5:22 p.m.

* * *

The Regular HR Committee meeting returned to Open Session with the same members present at 5:40 p.m.

Adjournment

There being no further business to discuss, Ald. Musillami moved to adjourn the meeting, seconded by Ald. Von Drasek and carried by Roll Call vote.

Chairman Pondelicek declared the meeting adjourned at 5:41 p.m.

ALD. ROBERT PONDELICEK, CHAIRMAN

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