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09-10-2018 Personnel Committee MeetingPersonnel Committee September 10, 2018 Pittsylvania County Board of Supervisors Personnel Committee Monday, September 10, 2018, Meeting VIRGINIA: The Personnel Committee of the Pittsylvania County Board of Supervisors was held on Monday, September 10, 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: Dr. Charles H. Miller, Jr. Ronald S. Scearce Board of Supervisors Chairman, Robert W. Warren, joined the meeting at 4:10 PM. 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; and Mrs. Kaylyn M. McCluster, Deputy Clerk; were also present. Approval of Agenda Motion made by Mr. Farmer, seconded by Mr. Davis, to approve Agenda, which was unanimously approved by the Committee Members present. New Business Discussion of Employee Satisfaction Survey: Mr. Farmer stated that at the last meeting he was selected to join the Leadership Team to work on this project. The team had already begun this process, and he has met with the team three (3) times. There is a draft of the Employee Satisfaction Survey. Mr. Sides stated that there was discussion of the status of the survey and there was a draft provided to the Committee. The Team feels the need to be able to distinguish Constitutional Officer employees from County Administration employees. This may end up listing each individual department on the Survey, if they are open to that. Mr. Scearce asked if they could lump all Constitutional Officers into one (1) batch versus County Administration employees. The goal is to have a paper and electronic survey for the employees, that way there is an option to participate, if there were any employees that may have concerns of their IP address coming back to identifying them. Mr. Sides stated that once the survey is finalized, the Team would make the recommendation through Mr. Farmer to bring it before the Personnel Committee and then have it make the recommendation to take it before the full Board. Mr. Smitherman suggested allowing the new Human Resources Director to get her hands on the document before making it final to allow her input in it as well; and also, possibly allowing her to be the facilitator of the Survey. Mr. Davis stated that he feels that there does need to be a link between the departments and the Survey, so if there is a problem, Administration can identify that without Personnel Committee September 10, 2018 there being any repercussions for the honest Survey. Mr. Smitherman agreed that he liked that idea, but suggested that there could be a box that the employee can check where they do not want to complete the Survey in a department, they have that option. Mr. Smitherman stated the changes to be made would be: •Constitutional Officer or Not Constitutional Officer •Department or Opt Out •HR Director will have their say and bring it back in October, and look to put it out the first of November. Mr. Sides stated that this is the beginning. If issues are identified, then there may be more frequent surveys to identify where the issues are. Discussion of County Administrator Evaluation Criteria: Mr. Davis questioned how many items really want to be tackled on the Evaluation. Mr. Smitherman stated that he went through the Board’s priorities, and the commonality was found in the nine (9) items that are listed on the Evaluation out of the twenty-six (26) that were given to choose from. Mr. Smitherman stated he would email the document out to the full Board for final review and get comments back by Friday, and then the recommendation could be made to the full Board. The other side of the document is for the County Attorney, but staff has not gotten that far yet. Mr. Farmer questioned what the Evaluation Period was and Mr. Warren stated that in the bylaws it states that the evaluation is in the contract as annually. Other Matters from Committee Members: Dr. Miller questioned if there were any minority candidates for the Human Resources position and Mr. Smitherman stated that two (2) were interviewed. Adjournment Mr. Davis adjourned the Meeting at 4:29 PM.