MINUTES OF THE INFORMAL MEETING OF THE JOHNSON COUNTY BOARD OF SUPERVISORS:
DECEMBER 3, 2008
TABLE OF CONTENTS
Page
Evaluation and Goal Setting of Human Resources Administrator Lora Shramek.......................... 1
Executive Session: Pre-Evaluation and Goal Setting of Ambulance Director Steve Spenler.......... 6
Executive Session: Evaluation and Goal Setting of Secondary Roads County Engineer Greg Parker 7
Executive Session: Pre-Evaluation and Goal Setting of Information Services Director Jean Schultz 7
Chairperson Sullivan called the Johnson County Board of Supervisors to order in the Johnson County Administration Building at 9:03 a.m. Members present were: Pat Harney, Larry Meyers, Terrence Neuzil, and Rod Sullivan; absent: Sally Stutsman.
R. Sullivan stated that Human Resources Administrator Lora Shramek did not request Executive Session. Shramek agreed. R. Sullivan said that the Board will run through the evaluation point by point and Shramek should feel free to comment at any time during the evaluation. R. Sullivan began with job knowledge. He said Shramek gave herself a 4.5 and the Board gave her a 4.4. Shramek continues to demonstrate a great deal of knowledge in the area of human resources. Her breadth of knowledge is pretty amazing. She is well versed on labor negotiation issues, insurance, workplace safety, FMLA, employee handbook, flex benefits, writing job descriptions, reviewing job classifications, military leave, and workman’s compensation. Shramek keeps current with new developments. Shramek knows her job and applies her knowledge. She is willing to put in the time necessary to address daily issues.
Neuzil said said Shramek gave herself a 3.75 and the Board collectively gave her a 4.1 for planning and organizing. He stated Shramek has made excellent progress in her goals. One of her goals was to initiate a County salary survey. She developed a procedure for selecting a vendor, both writing the RFP, and then setting up a committee to review the RFP, interview the applicants, and make a final recommendation to the Board. All this was done in a timely manner. She directed her staff to use the same process for selecting a new vendor for the County’s flex benefit plan. A change in vendor was made and employee education is underway. Shramek does a good job of organizing her work to meet deadlines. The Board is not aware of any deadlines that she has missed. She is very conscientious in meeting any union deadlines when dealing with grievances. One of the goals that Shramek has had on her past evaluations has to do with reworking the employee evaluation form. The Board is glad this is finally getting done. The project is in process with Human Resources Coordinator Dana Winkowitsch taking the lead. Shramek prioritizes to meet timelines. She has been challenged with a heavy workload this past year and has met those challenges.
Meyers said Shramek gave herself a 4.5 and the Board gave her a 4.1 for decision making and problem solving. He stated that Shramek is constantly looking at new ways of doing things and saving the County money. She was not happy with the administration of the County’s Flex Benefit Plan by Blue Cross/Blue Shield. She developed a process to look at other vendors. Ultimately another vendor was selected. She is constantly working with departments in dealing with various personnel issues before they become major issues. She makes decisions based upon information available. Shramek takes into consideration policies and procedures and what is in the best interest of the County. She uses analysis and comparison with other counties in much of her decision making.
Harney said item four is quality of work. He stated Shramek gave herself a 4.5 and the Board gave her a 4.4. He said Shramek’s work is always very, very well done. She is very thorough and her work is always well documented. She is always timely in her work products, many times working long after everyone else has gone home in order to meet a deadline. When Shramek presents a proposal to the Board it is always well done. She has a way of making some complicated issues very understandable. Shramek has been employed by the County for ten years. The Board has observed that with some employees, productivity and quality of work diminish after being employed for a number of years. This has not been the case with Shramek. Through the Safety Committee Shramek was able to significantly reduce the premiums for workmen’s compensation, thus saving the County over $200,000. Shramek is very good at documenting items with supportive examples.
R. Sullivan said Shramek gave herself a 4.0 and the Board gave her a 4.3 for productivity. Now that the Human Resources Department is fully staffed and trained, productivity has increased accordingly. For many years the Board has requested help with updating the evaluation form and is pleased that Winkowitsch is now taking on this project. Shramek has met all the goals the Board had laid out for her in her 2007 evaluation. In the past year Shramek negotiated four collective bargaining agreements, processed a number of unemployment claims, EEOC complaints, drafted performance improvement plans and disciplines on employees, and rewrote job descriptions. Shramek does not take a cookie cutter approach to any of these activities but treats each one on its own merit. Shramek’s office is very busy. She and her staff produce timely and quality product.
Neuzil said the Board collectively gave Shramek a 4.2 and she gave herself a 4.0 on initiative. He said Shramek always seems to be able to respond quickly and professionally to requests from department heads, elected officials and employees. The Board has never heard a complaint of a County employee not receiving information in a timely manner when appropriate. Shramek did demonstrate initiative in drafting the RFPs for a new flexible benefit provider when she felt there were some customer service issues with the current provider. Shramek is constantly assessing how things can be done better for the County and its employees. Another example of initiative would be her recommendation to increase the mileage reimbursement for employees. Shramek set her goals and timelines and works hard to achieve both. Shramek and her staff follow up on requests and provide a quality product.
Meyers said item seven is cooperation and teamwork. Shramek gave herself a 4.25 and the Board gave her a 3.8. Over the past year there have been some issues with Shramek and County Engineer Greg Parker. It has come across to Parker that Shramek is out to get him. It is good that they are working through their differences with the assistance of the Employee Assistance Program (EAP). Together they have participated in seven counseling sessions. One issue that Shramek has with Parker is his lack of consistency in the residency policy, but there needs to be a better way of dealing with this issue when it arises. The Board wants Shramek to continue to inform them when department head actions are inconsistent with County policies. However, the Board felt that the situation between Shramek and Parker was not handled very productively. Meyers said the Board is open to suggestions on how this can be handled in the future. Shramek works well with most department heads and staff. However she wears her personal feelings on her sleeve which can lead to issues of trust and cooperation. At times Shramek makes the workplace environment difficult for staff and she can be inflexible.
Shramek asked for an explanation to the clause referring to how things were not productively handled with the Parker. Meyers said it refers to the event leading up to the point when Shramek and Parker went into the EAP. He said in the meeting there seemed to be head butting going on for a little while and once they entered the EAP things seemed to calm down. Shramek said the way it played out was not at all how it was explained to her. R. Sullivan asked for clarification. Shramek said the commentary in her evaluation does not reflect what actually happened. Shramek asked the Board how she could have been more productive in that situation. She said she brought information to her Board liaisons and the liaisons asked to share the information with the rest of the Board members. Instead of investigating the situation, the Board held a meeting in open session with the County Engineer and all that played out. Shramek said she had one Supervisor ask her to draft a performance improvement plan, which she had prepared and ready. Then, through the course of the discussion it was recommended they go to the EAP for counseling which she followed through with. She said she has always made it a priority and is not out to get Parker. She said she does not understand how she could have been more productive in that situation. Shramek said County Attorney Janet Lyness explained that the Board does not have the mechanism to investigate situations so it is all done in a public meeting. She does not see how this reflects upon her because it is not her job to investigate something that happens in another department. It is her job to share information that employees have shared with her. She has had three employees come to her in a short period of time with the same information and she passed that on to the Board. What the Board decides to do with the information is their decision and she will respect and support the position.
R. Sullivan asked if anyone wants to change the written evaluation in some way. Harney said he does not mind changing the way it is written. He is not satisfied by the way the whole thing has played out. He knows they are still working at it and is hoping for a better outcome. He said it seems there is a real personality conflict here. He expects Shramek and Parker to continue with EAP counseling. Meyers asked if there is a procedure for how the evaluation gets rewritten. Shramek asked for clarification of the part that says she wears her personal feelings on her sleeve. Harney said he made that comment because it appeared that Shramek and Parker were arguing back and forth rather than trying to resolve the problem. Harney said he did not perceive an attempt to resolve the conflict. It was not a one sided issue and there are some definite personality issues.
Shramek said when they discussed the residency requirement application which was in open session, Parker was saying things that were untrue and she could not sit there and not say anything, she had to defend herself and her department. She said she thinks that might have had something to do with it. Harney said yes that was part of it. He said the goal is to resolve the issue and he does not mind changing some of the language in the section if the Board feels they should. R. Sullivan said he is thinking out loud here because this is an open session meeting and the Board can't talk about anyone else. Shramek said they can talk about other things that were in open session. R. Sullivan said he thought there was too much about this issue in the first place and he would be fine with editing it. The key is whether there are two other Board members who are interested in doing so. Harney said he does not mind editing it as long as Shramek and Parker continue their counseling sessions. R. Sullivan said he is looking in the evaluation to see if counseling is listed as an ongoing goal. He asked Shramek if they have a set number of sessions. Shramek said they have exceeded the number and she has asked for them to continue. R. Sullivan asked if they should include continuing counseling as a goal. Harney said yes and asked Shramek if that was acceptable to her. Shramek said it is acceptable. R. Sullivan said they will add it as a goal. Harney said they will strike the sentence she wears her personal feelings on her sleeve.
Shramek said for clarification in the last sentence, she is not sure if the sentence refers to Human Resources staff or County staff. R. Sullivan said that was the subject of a lot of debate. Harney said not knowing the details, the Board is aware that staff have come out crying from meetings with Shramek. They have noticed there have been those instances. Shramek asked if it was her staff. Meyers said yes and he is unsure if the meetings involved disciplinary issues or what the issues really were. The staff members have talked to other people within the building about the issues. Overall he thinks things go pretty well because of excellent staff and he appreciates all the work they do. Shramek said she is very pleased with the HR staff. Shramek said she needs to follow up and she is glad the Board provided clarification. R. Sullivan said when there is an updated and complete copy of the evaluation they will sign that one and not the one they have right now.
Harney said Shramek gave herself a 4.25 and the Board gave her a 4.1 for communication skills. He said Shramek’s verbal and written communication skills are excellent. She is able to present even the most complicated issues in a clear and concise manner. Her information is always accurate and well documented. Shramek is a good listener and is able to convey information to the proper persons accurately. Information from this office is complete and accurate.
R. Sullivan said Shramek gave herself a 4.25 and the Board gave her a 4.2 for her professionalism. He said Shramek and the HR department convey a positive image for the County. She effectively displays confidence and knowledge, and handles herself professionally. The Board was disappointed in the public conflict between Shramek and the County Engineer during a work session. She produces a very good work product and presents a positive image for the County. She is participating in conflict management sessions and will continue to do so.
Neuzil said Shramek gave herself a 4.25 while the Board collectively gave her a 4.3 for skill development. He said Shramek recognizes and values the importance of skill development. She attends training regularly and is careful to pick trainings that will enhance her ability to do her job effectively. After Shramek attends training she critically assesses the value of the conference and is able to verbalize what she learned and apply her knowledge into running the department. Shramek consistently enforces and adheres to office and personnel policies. Shramek keeps up-to-date on ever changing State and Federal regulations.
Meyers said Shramek gave herself a 4.25 and the Board gave her a 4.3 for supervisory skills and staff development. He stated staff development is one of Shramek’s strongest areas. She is very good about giving her staff opportunities to attend training that will enhance their skills. Shramek has the same expectations for her staff as herself in that they are expected to bring back information that will help them in their job. In essence, the County does get a return on the training dollars that this office expends. Shramek has an excellent staff that is well trained and competent. Her latest hire, HR Office Assistant Geralyn Owen, has not only been an excellent addition to her staff but also to the County. The Board is pleased that HR Coordinator Vanessa Wierman has become PHR certified. On a couple of occasions a couple of Supervisors have observed some of Shramek’s staff come to the Board office in tears. The Board believes this can be addressed with more sincere open communication with her staff.
R. Sullivan said the total score for Shramek is 46.2 and when divided out it gives a very good score of 4.2.
R. Sullivan said the first goal from 2008 was for Shramek to work with department heads and elected officials to tweak Employee Evaluation Forms. That is in progress. Neuzil said the next goal is to continue to provide training for management and supervisory staff on union contracts. That goal is completed. Meyers said item three is to provide the Board with summaries on changes and recommendations made during negotiations. This is ongoing. Harney said number four is to attend certified labor relations specialist programs and prepare to head a County negotiation team. That goal is completed. R. Sullivan said five is to conduct a salary survey for non-bargaining employees. This is ongoing. Neuzil said goal six is to develop strategies for improving Affirmative Action/Equal Employment Opportunity measures. This is ongoing. Meyers said the goal to assure that the Human Resources Office is open during regular hours is completed. Harney said the last goal, to continue meeting with two Board Members, Stutsman and Harney, is completed.
R. Sullivan said the first of Shramek's future goals is to complete the Updated Employee Evaluation Form. Neuzil said the second is to complete certification of a certified labor relations specialist. Meyers said the third goal is to complete the salary survey for non-bargaining employees. Harney said the fourth goal is to develop strategies for improving hiring in regards to Affirmative Action/Equal and Employment Opportunity measures. R. Sullivan said the fifth goal is to provide the Board with training in the preparation and administration of employee evaluations. Neuzil said the sixth goal is to continue EAP sessions and the seventh is to continue to meet with Harney and himself. R. Sullivan asked if Shramek had any future goals to add to the list. Shramek said the list is fine because some projects are very labor intensive especially with the job evaluation. There are unpredictable things that will be added throughout the year. Neuzil said the Finance Committee and the Board may have to discuss some measures to save money such as hiring freezes or employee job sharing options. Shramek said she thinks that if there is even one clerk that can be a floater, that would be helpful. Harney said this has to be a cooperative effort with the elected officials. Neuzil said he thinks the Board should have a contingency plan in place for when County finances are limited. R. Sullivan said he would like to see this added as a goal and asked Harney to include it in Shramek's evaluation.
Meyers said that Shramek has done a very good job and that quite a number of the points discussed are full of praise. The fact that her self-evaluation score came within .03 points of the Boards score is a very good sign. Shramek thanked Meyers for his comments. Harney said he agrees with Meyers and added that the work product from HR is excellent.
Recessed at 9:36 a.m.; reconvened at 9:47 a.m.
Motion by Harney, second by Meyers, to enter into Executive Session at 9:48 a.m. for an evaluation of Ambulance Director Steve Spenler under section 21.5(1.i), Code of Iowa, “to evaluate the professional competency of an individual whose appointment, hiring, performance or discharge is being considered when necessary to prevent needless and irreparable injury to that individual’s reputation and that individual requests a closed session.” Roll call: aye: Harney, Sullivan, Neuzil, Meyers; absent: Stutsman.
Neuzil left at 9:50 a.m. and returned at 9:52 a.m.
Recessed at 10:25 a.m.; reconvened at 10:32 a.m.
Motion by Meyers, second by Neuzil, to leave Executive Session at 10:32 a.m. Roll call: aye: Harney, Sullivan, Neuzil, Meyers; absent: Stutsman.
Motion by Neuzil, second by Harney, to enter into Executive Session at 10:33 a.m. for an evaluation of County Engineer Greg Parker under section 21.5(1.i), Code of Iowa, “to evaluate the professional competency of an individual whose appointment, hiring, performance or discharge is being considered when necessary to prevent needless and irreparable injury to that individual’s reputation and that individual requests a closed session.” Roll call: aye: Harney, Sullivan, Neuzil, Meyers; absent: Stutsman.
Motion by Neuzil, second by Meyers, to leave Executive Session at 11:16 a.m. Roll call: aye: Harney, Sullivan, Neuzil, Meyers; absent: Stutsman.
Recessed at 11:16 a.m.; reconvened at 11:24 a.m.
Motion by Harney, second by Meyers, to enter into Executive Session at 11:24 a.m. for an evaluation of Information Services Director Jean Schultz under section 21.5(1.i), Code of Iowa, “to evaluate the professional competency of an individual whose appointment, hiring, performance or discharge is being considered when necessary to prevent needless and irreparable injury to that individual’s reputation and that individual requests a closed session.” Roll call: aye: Harney, Sullivan, Neuzil, Meyers; absent: Stutsman.
Motion by Neuzil, second by Meyers, to leave Executive Session at 11:37 a.m. Roll call: aye: Harney, Sullivan, Neuzil, Meyers; absent: Stutsman.
Adjourned at 11:37 a.m.
By Nancy Tomkovicz, Recording Secretary