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University Heights committee to revisit HR consultant contract after review of grievances and job descriptions
Summary
The Council Committee of the Whole discussed renewing the city's HR consultant contract Jan. 23, focusing on an unexpectedly heavy grievance workload, progress on an employee policy manual, outdated job descriptions and whether the consultant should serve as lead negotiator; the committee voted to return the item to the next council meeting.
The University Heights Council Committee of the Whole heard detailed updates Jan. 23 from HR consultant Phil McFarrin as council members weighed whether to renew his professional services contract.
McFarrin told the committee that the number and complexity of grievances his firm has handled — particularly involving the IFF and FOP — had been greater and more labor-intensive than the city was initially led to expect. "There were grievances that would last a month and a half before I could get to the step three," he said, describing multi-step hearings, written responses and the documentation required to avoid arbitration.
Vice Mayor Michele Weiss and other council members asked about several deliverables tied to the contract. McFarrin said the employee policy manual contains eight sections; four sections have been reviewed, revised and approved and four remain for finalization. He told the committee his firm expects to finish the manual in the first quarter and will coordinate timing with the mayor and administration.
Council members also raised long-standing concerns that many city job descriptions use outdated, template language. McFarrin described a process of distributing position audit questionnaires to employees and drafting tailored job descriptions from those responses. "Job descriptions are always and forever ongoing," he said, adding that the firm planned periodic audits of descriptions when questions arise.
On the contract terms, McFarrin said the firm has provided more support than the seven-hour weekly retainer specified in the current agreement and that the contract cap had been increased in recent years to allow budget flexibility as work expanded. He described a practice of absorbing some time and then seeking a higher cap to cover negotiated and unexpected work, and said additional hours would be required if the firm were asked to lead future contract negotiations.
Council members asked whether outside labor-law counsel would be required for bargaining. Law Director Brad T. Bryan reminded the committee that an ordinance requires the city to solicit proposals for professional services, but that the city need not accept the lowest bidder and may weigh other factors in selecting counsel.
Multiple council members said they favored prioritizing completion of the employee manual, updating job descriptions to remove archaic language, and addressing contract language that complicates labor relations. "I would hope that contracts and training would be up front and top of mind for 2025," Weiss said.
Council Member Winifred Weizer moved and Vice Mayor Weiss seconded a motion to bring the HR consultant contract back for consideration at the next full council meeting; on roll call the committee recorded unanimous assent and the motion carried. No additional details or formal vote tally beyond the committee's unanimous "Aye" were recorded in the transcript.
The meeting closed after McFarrin reiterated his availability and contact information. The committee adjourned following a motion by Council Member Sheri Sax and a second from Council Member John Rach.
What happens next: the HR contract renewal will return to the Council's next meeting for further consideration and any formal action.
