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April 13, 2023

In attendance: Loreen Hamilton, Dave Tuchek, Zach Houvener, Amanda Deml, Quinn Kuhnhausen, Heather Burtsche, Brittany Pratt
Absent: Caroline Chapman

Good News: kudos, accomplishments, and celebrations

April Birthdays



Celebrations/Events/Important Dates



Department Overview: director, program, and project updates


PES Workplan: 2023 Q2 Overview


Project Workflow: Snapshot
Project Meeting Workflow Agenda Items
Snapshot




Manager’s Working Items: project planning, leave calendar, grant tracking

Council Work Plans / Parks Project Planning

6M Leave Calendar

Grant Tracking


Meeting Summary: notes, communication, action items


Name	Birthday	Sent
Ian McFeron	04/03	x
Scott Van De Vanter	04/04	x
Michael Locke	04/08	x
Karen Phillips	04/10	x
Loreen Hamilton	04/15	x
Jamie Satula	04/18	x
Ryan Goodman	04/20	
Sharon Loesch	04/27	
Title	Date	Description
Public Art Intensive Eastside Workshop	4/22 & 4/29	10 a.m. – 5 p.m. OFH Teen Center
Take your child to work day	4/27	City Hall Lobby and roundabout (11-1)
OneRedmond Gov. Affairs	4/27	Engagement to talk D.R.A.W/Events/Sponsorship/Etc.
Manager’s/Supervisor’s Retreat	5/10	All P&R Manager’s and Supervisor’s
House Post Ceremony	5/19	Lead: Zach | No updates at this time
All Staff BBQ	6/22	Summer BBQ for all P&R
Topic	Lead	Action Items
Director’s Update
Director’s Team Update
Training & Development Updates
City Hall Space Updates
HR Changes
Mayor/Council Salary and Election
D365
Upcoming Vacation
Dog Park Soft Opening Plans (4/21)	Loreen	
Staffing Updates
CX Program Coordinator – Accepted offer, starts May 2
Recreation Business Manager
Park Ops Maint. Tech.
Rec Program Coordinator 	All	
Council Memo Workflow Map Discussion	Heather	Managers to provide feedback on resource SharePoint page for Council Memo Workflow Map
6M Notes	Heather	Volunteer for meeting notetaking when Heather is not in attendance
May 10 Sup Retreat – Flatstick	Zach	Request for May 10 (noon – 2 p.m.) has been sent in, they have availability.

Food options: Brick oven pizza/pub fare
Mini Golf: $10/person and takes 45 min 
Duffleboard: $5/person and takes 30 min

Go and eat, Loreen to cover mini-golf and duffleboard. Everybody needs to pay for own food.
Summer Focus Topics
	Zach/Britt	Dog Park, Summers in Redmond, Community Garden Expansion, PARCC Plan, Derby Days, DRAW, RSCC – Every time / Due by April 14
Quarter 	PARKS 
2nd	Redmond Senior & Community Center Update
Derby Days
1% for Art
Facilities Strategic Plan Implementation
PARCC Plan Update
Facilities Condition Assessment
Dog Parks & Community Gardens Plan
Climate Resiliency & Sustainability in Vegetation Management*
Building Security Plan
Topic	Summary
Director’s Team
	HR Updates:
Kate from HR presented upcoming opportunities and changes to training and development. They are taking a deep look at all the ways the city can provide training and development across all levels of staff. Communication on training opportunities will go out at a later date from HR and at this time is an update to leadership only. There are 3 main training options:
Coming in June – The past Exhibition training series will continue but will be renamed to Employee Enrichment (or something similar) to encompass training that is not specific to managers/supervisors only as the past exhibition trainings have been. It will continue to be a monthly training opportunity that provides three date options of the 90 min. trainings. It is encouraged for non-managerial staff to attend and will be a compass to create foundation for leadership.
The second opportunity will be a cohort of trainings for staff that want to attend or are identified to attend and will be a commitment of one ½ day a month for 5 months. This series will topic leadership trainings from Franklin Covey Education.
Lastly, there will be a Summit training that will feature advance leadership courses that will be a 1-2 hour training each quarter.
An update was given regarding the policy change on probational periods for new hires. The probation period will change from 6 mo. to 12 mo. and was agreed on in the signing of the RCHEA contract. This will also be implemented for non-represented employees as they typically follow what is agreed upon with RCHEA. This change will be reflected in the personnel manual for non-reps and includes a 6-mo. review with a merit increase. This policy change is for RCHEA and non-represented employees only; AFSME employees will remain with a 6 mo. probational period with no changes.
Changes to Limited Duration (LD): Originally LD positions were about the person and not the position and will be changing to be about the position and not the person. This means that LD positions will no longer be able to extend past the 3 years regardless of if there is one or several employees in the position throughout the timeframe. The reason for the change is to have clarity to employee benefits.
City Hall Space Updates:
Quinn and Loreen provided information and potential next steps regarding workspace at City Hall. Next steps include hiring a consultant for immediate work group needs, putting together a communications plan for any future plans, and sending out a survey to staff for input on what will make work groups operationally successful.
D365 Update
Finance staff are currently in the process of user acceptance testing of the system; vendor confirmed system is setup and ready to be tested.
All other staff are scheduled for testing/training April 25. Please make sure staff identified prioritize their time for testing/training.
Off-Leash Dog Park Soft Opening:
The Mayor would like to take the opportunity to introduce the dog park on April 21 at 8:30 a.m. as a soft opening. The dog park is scheduled to be open to the public May 1. During 6M, Loreen and Dave discussed that Park Ops is ahead of schedule and there is a possibility that the park can also be opened that day for public use rather than the scheduled date of May 1. Dave will confirm with Operations if the park will be ready and will connect with Brittany on communications etc. if the two items can coincide. 

Staffing Updates	CX Program Coordinator: Offer has been made and accepted by Susanna Mojica. Susanna’s first day will be May 2.
Recreation Business Manager Recruitment:
Job posted April 13
Job Closes April 30
Phone Screens May 2 and May 3
Panel Interviews May 11
Final Interviews May 15
Park Ops Maint. Tech: Job closed yesterday, April 12. There were 32 applicants. Target date of hire May 16.
Rec Program Coordinator: Jeff is meeting with HR today, 4/13, on recruitment plan. Will be posted internal and external. More updates at next meeting.
Please note for final interviews: All final interviews for candidates (other than supplemental) are to be held with the Director, both Deputy Directors and Hiring Manager. The interviews should have 15 minutes in between.
Council Memo Workflow Map Discussion	Feedback from Managers was requested on the Council Memo Workflow Map. There have been several changes to prior pages/documents/staffing support/ etc. and Heather/Loreen want to make sure that the new page is what the Manager’s need to be successful with Council Workflow. Feedback was provided and team will connect and discuss in a couple of months on progress or additional needs. Feedback included deleting forms that are no longer in use, naming conventions for files, adding specific topic files within 3P folder and design edits to location of items on page.
6M Notes	When Heather is out of office on 6M meeting days, team agreed that someone will volunteer at the time of the meeting to take notes.
May 10 Sup Retreat – Flatstick	Zach provided info regarding the lunch/activity portion of the retreat. Decision for staff to meet at Flatstick for lunch and Loreen/Managers will pay for activity if staff want to play. Staff are responsible for lunch on their own.
Mini Golf: $10/person and takes 45 min 
Duffleboard: $5/person and takes 30 min
Summer Focus Topics	Zach and Brittany asked for input on possible topics for the Summer Focus. Input included community gardens (private and public), landscape/pollinators, general construction updates of RSCC with professional photos, summer in Redmond including summer camps and Derby Days. Will opt for the PARCC Plan for the Fall focus.
Pool ADA Lift Chair	Amanda and Quinn briefed team on the ADA lift chair at the pool. Due to the depth of the pool the chair cannot be installed up to code. Facilities is looking into other possible ADA options.