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07-25-2018 Personnel Committee MeetingPersonnel Committee July 25, 2018 Pittsylvania County Board of Supervisors Personnel Committee Wednesday, July 25, 2018, Meeting VIRGINIA: The Personnel Committee of the Pittsylvania County Board of Supervisors was held on Wednesday, July 25, 2018, in the Main Conference Room of the County Administration Building in Chatham, Virginia 24531. Joe B. Davis, Chair, called the Meeting to order at 4:00 p.m. The following Members were present: Joe B. Davis Ben L. Farmer The following Board of Supervisors Members were also present: Robert W. Warren Elton W. Blackstock Tim R. Barber, Board of Supervisor and Personnel Committee Member, participated remotely from 925 Oak Hill Road, Danville, Virginia, 24541, due to work conflicts. Mr. David M. Smitherman, County Administrator and Clerk of the Board; Mr. J. Vaden Hunt Esq., County Attorney; Mr. Greg L. Sides, Assistant County Administrator for Planning & Administration; Mr. Richard N. Hicks, Assistant County Administrator for Operations; Mrs. Kim G. Van Der Hyde, Director of Finance; and Mrs. Kaylyn M. McCluster, Deputy Clerk; Major Thomas Nicholson; Captain Oscar Meeks; and First Sergeant Scott Campbell, were also present. Approval of Agenda Motion made by Mr. Warren, seconded by Mr. Barber, to approve Agenda, which was unanimously approved by the Committee. New Business Discussion of Sheriff’s Department Employee Retention Contract: Mr. Smitherman gave an overview of the Sheriff Department’s Employee Retention Contract that he and Sheriff Mike Taylor had discussed. Mr. Smitherman and Mr. Taylor believe that a one (1)-time retention bonus would help the Sheriff’s Department keep their employees longer. The Sheriff’s Department thinks a four (4) year window would be a great start. There would be a $3,000 initial sign up bonus, and then the employee would receive $500 per year for the next three (3) years, until the fourth (4th) year is achieved. The total incentive program would come to $4,500. This is the equivalent of a contract between the County of Pittsylvania and the individual, and Mr. Smitherman believes this needed to be brought before the Board before going forth with this Program. This is being proposed by the Sheriff’s Department as being retroactive, meaning that those officers that are in that zero (0) to four (4) year-window are eligible for this Program. Mr. Campbell stated that they already had employees that have signed this document. Their payroll change notices have been signed, and they think that they are getting the payment on August 15th. Mr. Blackstock stated that the document had not yet been approved by the Board, and Mr. Farmer stated that there was just Personnel Committee July 25, 2018 some miscommunication and asked if they could compose a letter to their employees stating that they had just met with the Board and the document will not go before the Board until the August meeting. Therefore, they will not receive the payment until the end of August. Mr. Smitherman directed Mr. Hunt to take a look at the document and to be sure the wording is correct, and also stated that if it there was consensus from the Committee to move forward, that this item be placed on the next month’s agenda for approval by the full Board. Discussion of Sheriff’s Department Salary Compensation Study: Mr. Smitherman stated that the Board wanted to address the salary compression issues within the Sheriff’s Department. The County received a quote from Springsted, which is the same company that completed the previous Salary Study, that totals $12,000 for said study. Mr. Warren asked if Staff could check locally for grants to cover the cost of this Study. Mr. Campbell stated that, if they were unable to receive any funding, the Sheriff’s Department does have the $12,000 in vacancy savings to cover the cost of the Study. Mr. Smitherman stated that it would be July 1, 2019, before it is effective. The Sheriff’s Office’s participation in the Pay Plan is also contingent on them coming under the County’s Personnel Policy. Discussion of County Administrator Performance Evaluation Criteria: Per the Board’s request, Mr. Smitherman discussed developing an Evaluation Criteria that lists twenty-one (21) areas that are commonly reviewed when evaluating the County Administrator and County Attorney. Mr. Smitherman suggested for the Committee to decide what is the most important items to evaluate these positions. Mr. Davis requested for all Members present to take the document home and make conclusions on what they believe is important for the Performance Evaluation Criteria. Discussion of Employee Satisfaction Survey: Mr. Davis appointed Mr. Farmer to a Subcommittee that will be discussing the Employee Satisfaction Survey. Mr. Smitherman stated that Administration wants to know if employees are satisfied with their jobs. He suggested Mr. Farmer to work with Karen Hayes, Lisa Tuite, Mark Moore, and Scott Budd, which make up the Leadership Team, and been working on this Survey/Evaluation System for the employees. Mr. Farmer stated that the Leadership Team could catch him up to speed on what it has been working on, and he can report back to the Board. Adjournment Mr. Davis adjourned the Meeting at 4:55 PM.