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10/10/2019 - Minutes Minutes Meeting Citizens' Compensation Advisory Committee October 10, 2019 Members Present: Frances Hume Jeff Herring Marlene Sloan Jeff Worthington RECEIVED Members Excused: Ray Scheible JAN � ' Mike Terry Ginny Hsu-Sorenson (resigned) 2020 CI Ty RECORDER Carolyn Campbell, City Benefits Manager Guests: Kimberly Kesler-Chytraus, Senior City Attorney A recording of these proceedings is on file and available by request from the SLC- HR Department. Meeting Open &Welcome: Chair Jeff Herring welcomed all members, staff, and a guest present. After opening the meeting, Jeff acknowledged the time had come to transition the role of committee chair to the vice-chair based on the committee's previously established rules for succession. He reiterated the process adopted by the committee called for the vice-chair to automatically assume the role as chair after serving one year as vice-chair. He asked the committee members present to reaffirm their desire to continue to follow this process. Jeff Worthington made the motion the committee reaffirm the same process by appointing Frances Hume as the new committee chair. The vote by the quorum of members present was unanimous. Frances asked what interest, if any, the members present had in assuming the role of vice-chair.With other members absent, Frances proposed the committee postpone the decision to appoint a new vice-chair until all other members could be provide their input. David Salazar informed committee members Ginny Hsu-Sorenson recently resigned her position with the committee due to another board appointment she accepted. The city council is notified and will need to consider a new appointee to fill the remainder of Ginny's term (through August 2021). Public Comment: None. Review and adopt February 26,2019 meeting minutes: A motion to approve the minutes of the committee meeting held on February 26, 2019 was made by Jeff Worthington and seconded by Marlene Sloan. The vote to approve the minutes was unanimous by all members present. Utah Open Meetings Act annual training: Senior City Attorney Kimberly Kesler-Chytraus was introduced and provided the committee's annual training on the Utah Open Meetings Act. She explained the statutory obligation the city has to provide this training to its board and committee members, as outlined in Utah Code 52-4-101. Highlights of her presentation included: definitions of what constitutes a"meeting" (including the need to provide public access); requirements for establishing a quorum of members in order to conduct any official business; public notice, including date, time, and location of meetings; reasonable specificity and other requirements associated with meeting agendas; handling of public comments; requirements for closing a public meeting; meeting records, including retention of minutes and audio recordings; and, approval of meeting minutes. 2019 Employee compensation & benefit updates: Before providing the committee with specific compensation and benefits updates, David informed the committee about more recent HR staff changes including the Page 1 of 3 resignation of former HR Director Julio Garcia, which was followed immediately by the appointment of Jodi Langford as acting director. He also announced Rachel Lovato, who provided support to the committee and assisted him with compensation work, had accepted another job offer and was leaving her employment with the city. Highlights from Carolyn Campbell's recap of changes affecting the city's employee benefit program included: cash reserves in the positive for the past season with an overall 7.5% increase to premiums, which covers the addition of enhanced employee benefits services, including: - enhanced mental health benefits, including PTSD(for public safety personnel) - addition of a near-site clinic mental health provider; - radiology discounts and 3-D mammograms;and, - on-site dermatological skin checks. Carolyn clarified employees enjoy a 95/5 percent cost share for health care premiums. The city was also able to provide employees with a dental plan premium holiday, along with minor plan enhancements. Plan utilization continues to follow much of a plateau, which is highly desirable. Committee members were also briefed following recent launch of a national benefits survey to help assess the competitiveness of the city's benefits offerings. To date, 32 responses have been received from 388 participants invited to participate. Both public and private sector organizations are included. The survey runs from October 1- 17, and efforts are underway to encourage more organizations to participate. The goal of the survey is to help the city better understand the competitive of employee benefits not only locally, but nationally. The results of the survey should also help inform the Committee with its response to the city council's letter, which requested an assessment of the city's overall benefits offerings. Benefits included in the survey questionnaire include: - medical and dental care - vision - retirement - daycare - AD&D - short and long-term disability - wellness - tuition reimbursement - etc. Marlene Sloan inquired about the process and what work is being done to benchmark the city's benefits. Carolyn explained NFP is the contracted-provider who is conducting the survey, completing analysis, and creating a report, all of which will be presented to the Committee in a future presentation. Frances Hume asked what, if any, benefits or total compensation statement is given to employees. David indicated despite challenges the city has experienced developing an effective format for employees to follow efforts are constantly underway to ensure employees are informed about benefits services offered, including enhancements and premiums charged, as shown on the bi-weekly direct deposit advice employees receive. David Salazar reported on compensation-related activities, including an update on direct actions taken by city leaders in response to the Committee's annual report recommendations. These include: - a 2.0% - market pay adjustments for significantly and slightly lagging benchmark jobs David also informed the Committee about a national survey being conducted in the coming month to assess national competitiveness of base pay and other pay allowances provided for the city's group of AFSCME-covered jobs. As directed by the city council, the human resources department will work with a qualified third-party to conduct a survey, following a similar methodology and sample of comparable U.S. municipalities as was done in the past year for public safety. Mercer is the contracted provider who will conduct this survey. Page 2 of 3 Unfinished business: David referred members to a copy of the letter issued to the committee by the city council dated February 7, 2019. Committee members were informed about efforts underway to help the committee address specific questions raised by the council in the letter, including consultation and a report sought from Dave Jackson with NFP (a third-party firm with whom the city contracts for human resources consulting services). David explained a report, along with information for the committee to consider, should be available for presentation in January 2020. Frances asked Carolyn to clarify when the results of the benefits study will be available. Carolyn explained analysis of the responses received should be completed by the end of October 2019. Proposed 2020 meeting schedule: In addition to considering potential meeting dates throughout 2020, David suggested the committee consider scheduling one additional meeting before the end of 2019 to receive NFP's report on results of the benefits survey. The committee agreed to follow a meeting schedule like 2019, including two meetings in January, two meetings in February, one tentative spring meeting, and one meeting in the fall. David was asked to issue another Doodle poll to confirm members' availability, including those absent, for the following meeting dates—January 9 &23; February 6&20; May 14; and, October 8. Confirmed 2019 meeting dates: Thursday, November 14, 2019 from 3:30—5:00 p.m. This meeting adjourned at approximately 5:15 PM. Minutes approved at January 9, 2019 meeting. Page 3 of 3