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HomeMy WebLinkAbout06-01-21 Administrative Comm MinutesDUBLIN CITY COUNCIL ADMINISTRATIVE COMMITTEE Tuesday, June 1, 2021 4:00 p.m. Virtual Meeting Meeting Minutes Vice Mayor De Rosa called the June 1, 2021 Administrative Committee meeting to order at 4:00 p.m. Committee Members Present: Vice Mayor De Rosa, Ms. Fox, Ms. Alutto Staff present: Ms. Weisenauer, Mr. Edwards, Mr. Rogers, Ms. Miglietti Approval of Minutes Ms. Alutto moved to approve the minutes of the April 6, 2021 Administrative Committee meeting. Ms. Fox seconded the motion. Vote: Ms. Fox, yes; Ms. Alutto, yes; Vice Mayor De Rosa, yes. Vice Mayor De Rosa moved to approve the minutes of the May 4, 2021 Administrative Committee meeting. Ms. Alutto seconded the motion. Vote: Vice Mayor De Rosa, yes; Ms. Alutto, yes; Ms. Fox, yes. Human Resources Update Ms. Miglietti provided an update on human resources.  Permanent Workforce Turnover: Ms. Miglietti shared data from 2017 through the end of May 2021. Dublin’s turnover rate is currently below average. The City’s goal for monthly vacancies is 15 or less. Vice Mayor De Rosa asked why the goal is 15. Ms. Miglietti explained that the number is based on where the City has trended.  Workers Compensation: Ms. Miglietti shared data regarding the state program versus self-insured. She stated that what Dublin pays is significantly lower than if they had stayed with the state program instead of going self-insured. Ms. Miglietti shared costs for workers compensation claims since 2019. Ms. Fox asked if those costs include legal fees. Ms. Miglietti explained that these numbers are for medical and workers compensation. Ms. Alutto asked if they used a third party sercvice and if they provide some of the data. Ms. Miglietti answered in the affirmative to both. She will follow up with the Committee with the name of the service. Ms. Alutto asked if the City received a Bureau of Workers Compensation reimbursement in 2020. Ms. Miglietti stated that they did not because they are self-insured. Mr. Rogers added that even with the refunds, the City is doing better by being self-insured. Administrative Committee Meeting June 1, 2021 Page 2  Talent Development (Cornerstone): Ms. Miglietti shared fall and winter campaigns and what employees registered for. She stated that the total number of compliance overdues is 7. Ms. Alutto asked if this is tied to performance management. Ms. Miglietti stated that they do tie it to performance management but it is being further developed. Ms. Alutto asked if this will be used in career pathing. Ms. Miglietti stated that they are using it that way. Ms. Fox asked where this information is located. Ms. Miglietti stated that it is on our intranet (Dubnet). Ms. Fox asked about reimbursement for courses outside of Cornerstone. Ms. Miglietti stated that the City has a tuition reimbursement program and is very liberal with the courses that qualify. Vice Mayor De Rosa requested statistics on employees that have taken advantage of tuition reimbursement and internal versus external hirings. Ms. Fox stated that sometimes it is difficult to find a position to elevate leaders to and she asked about retention. Ms. Miglietti stated that they have had staff leave and return. Ms. Fox suggested that maybe there are ways to move laterally within the organization. Benefits Update Ms. Miglietti shared a benefits update including the total per employee per year cost. She noted that the City is still below industry standards. Vice Mayor De Rosa requested that the data be differentiated as to where the cost is coming from. Ms. Miglietti shared the health plan costs and specific stop loss results. She stated that the City’s stop loss policy has paid out 360% more than Dublin has paid which results in a savings of $2.1 million over the last 6 years. Ms. Fox asked about the cost of stop loss insurance with rising premiums. Ms. Miglietti stated that stop loss claims have increased exponentially. She stated that it is still in the City’s best interest to pay for stop loss insurance. Ms. Alutto asked about the effects of COVID. Ms. Miglietti stated that none of the increases were due to COVID. Ms. Fox asked how frequently t hese rates were reviewed. Ms. Miglietti stated that they review them every year because it is the fastest increase in costs. Vice Mayor De Rosa asked if there would be a reduction in rates if the City were self- insured. Ms. Miglietti stated that all claims still come through United Healthcare and are negotiated. Ms. Miglietti explained that the City still comes out ahead with the stop loss policy. Vice Mayor De Rosa clarified that net savings were about $300,000. She stated that it might be useful to show the net savings. Ms. Fox stated that she would like to see that over the life of the stop loss insurance. Ms. Miglietti shared the Employee Assistance Program utilization for the past 6 years. She stated that people are still using the program. Vice Mayor De Rosa asked if there will be another conversation about cost in relation to budgeting. Ms. Miglietti stated that Staff is not prepared to give a recommendation today and they will not have a good snapshot of the year until they go through the renewal process with United Healthcare. She stated that there will be a recommendation made nearer to the budget process. Administrative Committee Meeting June 1, 2021 Page 3 Ms. Fox asked if people utilize their health savings account (HSA) to pay their deductibles. Ms. Miglietti stated that people very much understand the benefit of the money being deposited into their HSA. Most employees have at least one years’ out of pocket maximum in their account. Mr. Rogers stated that some people do not touch their HSA in order to have that benefit post retirement. Ms. Miglietti stated that another indicator is the amount of people that participate in the Healthy by Choice program. She stated that there is a 95% participation rate. Ms. Fox asked about the 5% that do not participate. Ms. Miglietti stated that the number is probably low. She explained that there are individuals who want to keep their information private. Employees are required to go through educational courses and one of those has been an HSA 101. Ms. Fox stated that she would like employees who are eligible for an HRA to be made aware of the benefits. Ms. Miglietti stated that they work very hard to educate employees on that and often they bring in experts. Vice Mayor De Rosa asked for an estimated timeline on Diversity, Equity, and Inclusion (DEI) training for boards and commissions and Council. Mr. Rogers stated that it will be rolled out within the next few weeks. He stated that Robin Myers will be facilitating live training and through Cornerstone. Vice Mayor De Rosa confirmed that there will be communication from Staff regarding the training. Communications & Public Information (CPI) Update Ms. Weisenauer provided an update on the Department. She shared core functions and introduced the team and their roles. She noted that a nationwide search is underway for the currently vacant Director position. There is also a vacancy for a multimedia specialist. CPI acts as a public relations agency for the City and every de partment has a representative from the Department. Ms. Weisenauer outlined some areas of focus for the Department like video and social media. Mr. Edwards shared data compiled by zencity. He outlined other means for sharing information like email and websites. He noted that Dublin is above industry standards on engagement. Ms. Weisenauer spoke about neighborhood communication. The Department has a list of neighborhood leaders that they frequently work with. They have a list of 88 active associations that receive weekly emails. There is also a public meeting checklist outlining the process for public involvement meetings. Ms. Weisenauer stated that for future participation there are plans to expand GoDublin. Connected Dublin is the umbrella term used for everything that leverages emerging technology to connect residents, visitors, and businesses. There is also a new ride-booking app. Administrative Committee Meeting June 1, 2021 Page 4 Mr. Edwards stated that they have been exploring Interaction Kiosk Experience (IKE). IKE is a city communication tool for the digital age. Ms. Fox asked about the kiosks and if there is a place online where they can see how it works. Mr. Edwards stated that he would share that through the Clerk. Ms. Fox asked if Staff has locations in mind for the kiosks. Mr. Edwards stated that they would like to place one as a test pilot on the east side of the river near the construction of the park. This allows signage to be updated live. Ms. Fox asked if this could incorporate the goal of making historic Dublin more relevant. Mr. Edwards stated that they could tell the story of historic Dublin in video. Ms. Fox asked if it is interactive. Mr. Edwards stated that this is the definition of interactive. Ms. Weisenauer stated that Council will have the opportunity to schedule zencity executive training this month. She stated that she had provided updated Council interview questions and will begin scheduling those one-on-one interviews. Dublin 2035 and public engagement is top of mind for this office right now. They want Council to feel empowered to use their tools for social engagement. Ms. Weisenauer encouraged Council to share what CPI puts out on the different platforms. Ms. Fox asked if they can tell what is trending on GoDublin and if that is read through zencity. Mr. Edwards explained that they do connect zencity and GoDublin to see that. Ms. Fox stated that she is interested in learning more about how to use all the means of communication and looking for ways to connect with her ward and beyond. She referenced the homeowners’ association (HOA) meetings and requested those weekly updates so that she can reinforce that. Ms. Fox stated that she would love to sit down and have some training opportunities on these tools. Ms. Weisenauer stated that will be part of the next generation plan and she will make the recommendation to add Council to the HOA email that goes out on Fridays. Vice Mayor De Rosa asked how neighborhood engagement/reach is measured and what goals or targets exist. Ms. Weisenauer stated that all of the tools used are measurable and each has its own set of metrics. Vice Mayor De Rosa asked how the City measures what kind of impact is being made on 50,000 residents. Mr. Edwards stated that engagement is meaningful and they look at each tool for those measurements. He will pull numbers and provide them to Council. Vice Mayor De Rosa asked what is the end goal for an app. She sees GoDublin as a first step app. She has additional feedback that she will provide to Staff offline. Vice Mayor De Rosa noted that it is helpful to have presentations ahead of time. There being no further discussion to come before the Committee, the meeting adjourned at 5:40 p.m.