B.) Best Practices for the Exit Interview/Process

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1 Councilmember Judi Brown Clarke, Chair Councilmember Carol Wood, Vice Chair Councilmember Vincent Delgado, Member 1. Call to Order 2. Roll Call 3. Minutes May 20, 2015 AGENDA Committee on Ways and Means Wednesday, June 10, 8:30 a.m. (note time) 10 th Floor Conference Room, City Hall 4. Public Comment on Agenda Items 5. Discussion/Action: A.) RESOLUTION Worker s Compensation Claim Redemption (Settlement) Claim #WC B.) Best Practices for the Exit Interview/Process 6. Other 7. Adjourn

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3 CALL TO ORDER The meeting was called to order at 8:30 a.m. MINUTES Committee on Ways and Means Wednesday, June 10, 8:30 a.m. 10 th Floor Conference Room, City Hall ROLL CALL Councilmember Judi Brown Clarke, Chair Councilmember Carol Wood, Vice Chair Councilmember Vincent Delgado, Member-excused OTHERS PRESENT Sherrie Boak, Council Staff Jim DeLine, Council Internal Auditor Don Kulhanek, City Attorney PUBLIC COMMENT No Comment Mr. DeLine stated the he has received confirmation on his requested appointment with the HR Department to review their process of retirees and benefits. The meeting has been scheduled July 7, Mr. DeLine plans to review doing a spot check, and examples such as UAW Member, age 62, retired August 2011, and they should show him where that retiree would fall. IN addition there will also be research audits on specifics. Council Member Brown Clarke asked if the information tables can be forwarded to Mr. DeLine ahead of time. Mr. DeLine stated he would ask. Council Member Wood asked Mr. DeLine to also include in his audit a request for information on what the status of the reimbursements are, where does the reimbursement funds come from, and what is the total amount so far to date. Mr. DeLine stated he would include the Committee Chairperson and Council President in his request. Council Member Wood stated her opinion that a Council President does not need to be included in every request from a Committee Chair for committee requests, or from any Council Member who is asking for answers. MINUTES MOTION BY COUNCIL MEMBER WOOD TO APPROVE THE MINUTES FROM MAY 20, 2015 AS PRESENTED. MOTION CARRIED 2-0.

4 RESOLUTION Worker s Compensation Claim Redemption (Settlement) Claim #WC Mr. Kulhanek detailed the report submitted by Law. The proposed settlement will be saving the City money, and is recommended by the Mayor, Law and Human Resources. Council Member Brown Clarke asked if the person was continuing to do the same job. Mr. Kulhanek could not provide an answer. Council Member Wood asked if the person was seasonal and if they are in the retirement program and eligible for benefits. The Committee also asked for answers to if the person is back to work or on disability, if they have been offered other jobs within the City, and with this claim does it mean they are no longer employed. Mr. Kulhanek noted that with all redemptions there is included a release of any future employment. By Workers Compensation standards this is a nominal standard. If an injury is exasperated by the work they are doing, we are responsible. Council Member Wood asked Mr. Kulhanek to provide the answers to the questions before the potential June 22, 2015 City Council passage of the resolution. Mr. Kulhanek stated he would do the best he can to provide at the next Committee meeting on June 17, MOTION BY COUNCIL MEMBER WOOD TO APPROVE THE RESOLUTION FOR THE WORKERS COMPENSATION CLAIM REDEMPTION #WC MOTION CARRIED 2-0. DISCUSSION Best Practices for the Exit Interview/Process The Committee discussed the lack of a copy of a memo that was a legal recommendation to the administration regarding reimbursement for Teamsters 580. This was a memo that City Attorney McIntyre stated was produced on the 1% determination, sent to the Administration and also addressed overpayment, and rectifying health care issues. The Committee has been asking for a coy. Mr. Kulhanek stated if it was a formal opinion, done in a certain way, if it is not a formal opinion, they are saved and circulated in other ways. Mr. Kulhanek stated he did not have any knowledge of the mentioned document. Mr. Kulhanek admitted to being present in May when the same Best Practices were circulated, however did not believe it was Legal related, but HR related, and therefore had no information. Council Member Wood asked that Mr. Kulhanek review the same from a legal perspective, and report back on if there is anything that the City of Lansing should be asking or dealing with. Mr. DeLine confirmed again he will be placing a request to HR to receive information prior to his July 7 th appointment with them. Council Member Wood asked that Presentation of the Memo for the 1% Cap for Teamsters 580 be placed on the agenda for June 17 th, Council Member Brown Clarke removed Best Practices from the June 17 th agenda and placed on the July 1, 2015 agenda. ADJOURN Adjourn at 8:55 a.m. Submitted by, Sherrie Boak, Recording Secretary Lansing City Council Approved by the Committee on June 17, 2015

5 DRAFT CALL TO ORDER The meeting was called to order at 9:31 a.m. MINUTES Committee on Ways and Means Wednesday, May 20, 9:30 a.m. 10 th Floor Conference Room, City Hall ROLL CALL Councilmember Judi Brown Clarke, Chair Councilmember Carol Wood, Vice Chair Councilmember Vincent Delgado, Member-excused OTHERS PRESENT Sherrie Boak, Council Staff Jim DeLine, Council Internal Auditor Janene, McIntyre, City Attorney Michael Payne Denise Estee Carla Eno Steve Maloney Mary Lou Andrews Lynne Doerr MINUTES MOTION BY COUNCIL MEMBER WOOD TO APPROVE THE MINUTES FROM APRIL 1, 2015 AS PRESENTED. MOTION CARRIED 2-0. MOTION BY COUNCIL MEMBER WOOD TO APPROVE THE MINUTES FROM APRIL 22, 2015 AS PRESENTED. MOTION CARRIED 2-0. MOTION BY COUNCIL MEMBER WOOD TO APPROVE THE MINUTES FROM APRIL 29, 2015 AS PRESENTED. MOTION CARRIED 2-0. MOTION BY COUNCIL MEMBER WOOD TO APPROVE THE MINUTES FROM MAY 6, 2015 AS PRESENTED. MOTION CARRIED 2-0. PUBLIC COMMENT No Comment

6 DRAFT DISCUSSION Best Practices for the Exit Interview/Process Council Member Brown Clarke stated to City Attorney McIntyre that the Committee was looking for the letter of clarification on the group with the 1% cap, along with a copy of the letter she stated was submitted to the Administration. The Law department was also asked at the last Committee meeting to review an example of the exit interview process from another municipality. Ms. McIntyre reminded the Committee that at the last meeting she attended she updated them on the retirees were being reviewed, and there currently was no memo in draft form addressing the 1%. There was a separate group that was being reviewed, that she refers to as Denise Estee group still is looking at, and then she will provide recommendations to the administration. Ms. McIntyre noted she had stated at the earlier meeting, she hopes to make every effort to complete before open enrollment concludes, if the changes affect in making their decision, the City can do another open enrollment for them. April pension withdrawal has been adjusted. The issue with tie-barring has not been addressed and sent to administration. Council Member Wood asked for a copy of that recommendation when it is done, and Ms. McIntyre agreed. Ms. McIntyre noted she did not recall ever receiving any requests for copies of the recommendations, but can provide. Council Member Brown Clarke asked Ms. McIntyre to speak to what is the separation of service agreements with the City, what is the protocol, and what does an employee physically take away. Also what can be done electronically to answer their questions on their own when they leave. The City needs to be proactive. Ms. McIntyre noted that she appreciated the questions, and currently within her short time in the HR Director role, there have been a lot of opportunities. The Department has working towards something, but she noted there are multiple areas such as retirees, employees who leave with no notice, employees who leave with notice, employees who transfer from union to non-union, etc. The department will work in the future with IT Department and the providers on options. Ms. McIntyre noted she had not seen the samples that were referenced. Council Member Brown Clarke provided Ms. McIntyre with the same from Pittsburgh. Mr. DeLine stated he was still waiting on information he requested, which include a copy of the benefits table that shows the time they retire and the amount deducted, and rates. Ms. McIntyre stated she would Lisa Thelen and Jim Campbell in the HR Department as soon as she left to ask them to provide. Mr. DeLine also noted his original request from April, 2015 which requested the following: 1. Please provide me with a grid of charges to / contributions required of Teamster 580 CTP / Supervisory Unit retirees for the various healthcare options available to them. A separate grid will need to be provided if charges differ by retirement date. You seemed to indicate that a $125 / $225 / $325 annual cap was in place for some Teamster retirees but not for others. 2. Please arrange a time when I can audit the charges to / contributions required of individual Teamster 580 CTP / Supervisory Unit retirees for their chosen healthcare plans. This would include all former members of the Teamster 580 CTP / Supervisory Units who retired during calendar year 2010 to present day. I understand any report resulting from this audit would not include a person s name or identifying information due to confidentiality concerns. Ms. McIntyre apologized but did not recall the request, and also if the request included the rates, those were not available on April 1 st to provide to him. Ms. Estee asked to summarize her opinion of what was occurring including the City s acknowledgement of the rate adjustments and the refunds being made in May with pension

7 DRAFT checks, the 1 % cap not included in new rates, still not sure why the group was separated in 2010, and she is still waiting for 2004 tie bar date. General Status Report for the Third Quarter of the Fiscal Year 2015 Ms. Bennett referenced her report, and noted that on page 3 the collection rate as of March 31, 2015 was 69.4%. It was noted that 2014 was the first year of the new BWL new rate calendar, so that is reflected, and now they are getting on bi-annual. So once that is backed out we meet the 64% benchmark. The other revenues do reflect the sale of Fire Station #1, and a onetime transfer of former millage dollars from FY13 for the inclusion of officers that were coming off of a former grant. Council Member Brown Clarke asked about the status of a vacancy factor. Ms. Bennett admitted it is normally submitted with this document, but her department was not able to provide that due to the time spent this year on preparing the budget. Council Member Brown Clarke asked since there are still vacancies, if Council would see an increase in the contractor/temporary services and Ms. Bennett agreed, and stated that is where they allocate the vacancy factor. Mr. DeLine asked if the City was on target with expenditures, and Ms. Bennett noted that it was speculated 70%. Council Member Brown Clarke asked Ms. Bennett with Ms. Kraus retiring, and no assessor who was addressing those duties. Ms. Bennett confirmed those areas fall under her Department, and therefore she is responsible for them. ADJOURN Adjourn at 10:09 a.m. Submitted by, Sherrie Boak, Recording Secretary Lansing City Council Approved by the Committee on

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9 City of Pittsburgh Exit Interview Part 1 Name Social Security # Department Bureau/Division Current salary Length of employment Job title Immediate supervisor Termination Voluntary Involuntary Reason for termination Termination date Employee has been informed of the following: A. Medical Health Medical Health benefits, dental and vision: coverage extends until the end of the month of termination. (Personnel-Benefits Office) B. Life Insurance Coverage continues until the last day of the month of termination, however, the employee will be given the option of purchasing life insurance at the individual rate; retirees will pay at the municipal retiree rate and Police and Fire retirees receive a fully-paid policy. (Personnel-Benefits Office) C. Retirement/Pension If vested (minimum 8 years of service) and retiring (minimum 50 years of age), notify the Pension Office of your intention to retire and the effective date for pension. If vested but not retiring (minimum 40 years of age) may elect to continue to pay into the fund until age 50 and then collect pension, otherwise will have contributions refunded. Contact the Pension Office. If vested but under 40 years of age or not vested, notify Pension Office and receive a check for contributions in approximately 30 days. (Pension Office) D. Credit Union If person has outstanding note, he/she is responsible for settling account with credit union. (Credit Union Office) E. Accumulated, unused vacation and personal days Payment included in last paycheck. (Department s Account Clerk, Personnel-Payroll Office) F. Accumulated sick leave IF retiring, a severance check for the leave time will be issued; if not retiring, accumulated days will be lost. (Department s Account Clerk, Personnel-Payroll Office) G. Deferred Compensation Employees must contact their Deferred Compensation Plan Administrator to start process and to decide how they want their pay-out (e.g. lump sum, annuity, etc.). Federal Income Tax shall be paid on monies received. (Deferred Compensation Plan Administrator) H. Re-employment For those uniformed service employees who retire at the age of 65, re-employment is not a possibility under current law; for others, re-employment may be achieved by completing an application, having his/her name placed on a list and being hired. (Personnel-Employment) 1

10 NOTE: If employee needs additional information, please have them contact the office designated in parenthesis. Part 2 The City of Pittsburgh believes that something can be learned from every employee who leaves City employment. We are interested in your opinions. By completing this questionnaire, you may help us to improve some situations which cause employees to leave. 1. Please select the reason(s) you are leaving employment with the City of Pittsburgh. Lack of promotional opportunities Relocation Disinterest in work Retiring Work not suited to ability Personal reasons Salary Military or education Insufficient training Another position Other Please describe Please provide information on your reasons for leaving: 2. Did your job duties turn out to be as you expected? 3. What did you find most satisfying about your job? 4. What did you find most frustrating about your job? 5. Would you consider returning to work for the City of Pittsburgh in the future? 6. Would you recommend the City of Pittsburgh to a friend as a good place to work? 2

11 7. Please describe the following as you perceive them at the City of Pittsburgh: Working conditions: Promotional opportunities: Supervision: Training received: 8. If termination is for other employment, please provide the following information (if possible): Name of employer: New position: Salary: Employer Comments: 3

12 Exit Interview Checklist Rec d N/A Item Description/Instruction Department/Division/Commission Office Keys Advise employee of applicable insurance benefits (COBRA) and retrieve binder City of Pittsburgh Employee ID card (to be returned to designated staff person to notify Facilities Mgmt. to deactivate) Laptop, pager, cell phone or other electronic equipment Employee Policies and Procedures Manual, if applicable Other Department/Division/Commission property (e.g. uniforms, safety equipment, etc.) Ask employee to change the pass code on their voice mailbox to his or her extension number and change the greeting to You have reached an unassigned telephone extension for the [department name]. Please press zero and an operator will assist you. Notify City Information Systems of the last day the employee will be in the office so that access to the computer systems can be deleted. Notify employee that final checks are not deposited electronically to employee accounts and therefore must be picked up or mailed to the employee as indicated below: Employee will pick-up check at on (Location) (Date & Time) Mail employee s check to: Employee s Signature: Interviewer s Signature: Date: Date: Appointing Authority/ Designee Signature: Date: 4