Indian Trail Board Postpones Manager Evaluation A Month

The Indian Trail Improvement District Board of Supervisors decided to postpone the performance evaluation of District Manager Jim Shallman last week on the recommendation of its attorney.

Shallman asked that the evaluation be done at the March 16 meeting, and Supervisor Michelle Damone made a motion to that effect, seconded by Supervisor Ralph Bair.

However, Supervisor Gary Dunkley objected, and ITID Attorney Mary Viator recommended that it be postponed due to a personnel issue involving Dunkley and two staff members, who had been suspended with pay after a staff reorganization had been put in place while Shallman was on sick leave, and without board approval, following the departure of Operations & Maintenance Director Juan Mas Sarda.

Viator strongly recommended that the evaluation be postponed because the issue was now at a human resources level, and the district’s human resources attorney Lara Donlon was not present due to a personal issue.

A memo from Shallman dated March 15 explained that he had suspended two staff members — Maintenance Supervisor Jay Beaton and Human Resources Director Shandra Stubbs Daniels — with pay for a week and unpaid suspension after that, after he discovered that a reorganization chart had been put in place without his or the board’s approval.

“As you are aware, the day-to-day operations fall within the purview of my role as district manager,” Shallman wrote in the memo. “When I was out of the office on March 9, 2016, Mr. Beaton made changes to the organization chart and asked administration staff to print labels, letters and stuff envelopes relating to these changes. By late afternoon Wednesday, information about those organizational changes had been communicated to employees in the maintenance yard. On Thursday, March 10, 2016, I was in the office, but only after I left for the day did the HR manager place the revised organizational chart into the board mailboxes.”

According to Shallman’s memo, maintenance employees reported the changes to him.

“The organizational chart changes were not discussed with me or approved by me, but Mr. Beaton indicated he worked with Supervisor Dunkley and the HR manager,” Shallman continued. “These changes included the reclassification/creation of different positions. These types of changes would require my input and board approval.”

Shallman explained that the changes ran counter to previous discussions.

“This was most disappointing to me after the discussion I had on March 1 and March 7 with the crew chiefs and Mr. Beaton as it related to continuing the work of the district in the absence of Juan Mas Sarda,” he wrote.

Shallman had met with crew chiefs on March 1 to inform them that Mas Sarda was no longer with the district and to confirm a work plan for the remainder of the week, according to the memo.

“The organizational chart is the one that is in effect, the one approved by the board at the Oct. 14, 2015, board meeting,” Shallman continued. “On Monday, March 14, 2016, I advised the maintenance and operations crew chiefs that they will operate under the current (approved) organizational structure until otherwise directed by me. In the interim, I have placed Mr. Beaton and Ms. Daniels on suspension… Had either Mr. Beaton or Ms. Daniels spoken with me by phone on Wednesday or in person when I was in the office on Thursday, this issue could have been addressed through the appropriate chain of command.”

Shallman noted in the memo that he disagreed with the proposed changes and did not intend to put them on any of the upcoming agendas for consideration, and would share his views individually with supervisors.

“During my time as district manager, I believe I have been transparent and always encouraged board members, residents and staff to speak freely on any district topic,” he wrote. “However, I expect staff to inform me anytime this happens and provide me with the topics being discussed, and obtain my approval if any action is to be taken.”

At the meeting last week, Damone withdrew her motion to do the evaluation on the recommendation of Viator and made a motion to receive and file the evaluations, which carried 4-1 with Dunkley, who had not submitted an evaluation, objecting. Supervisor Jennifer Hager made a motion to postpone the evaluation until Donlon was present, which carried 5-0 over Shallman’s objections.

“I would like my evaluation tonight,” Shallman said. “I would like to know the results tonight as well.”

Dunkley said he preferred to postpone the evaluation until next month when Donlon was present.

Damone pointed out that Shallman was asking for his evaluation that evening.

“Not complying is disrespectful to his position,” Damone said, and made a motion to review his evaluation that evening, seconded by Bair.

ITID President Carol Jacobs said that she had spoken to Donlon, who wanted to postpone the evaluation until next month.

Viator added that she had not had time to review the contract and reiterated that Donlon wanted to be present for the evaluation.

Damone amended her motion to state that it was subject to legal evaluation.

“I think this is preposterous, personally,” Damone said, adding that what is detailed in the memo is a direct violation of the supervisors’ non-interference clause. “What’s in the memo is direct interference of the district manager’s job, and it’s probably as blatant as it can get.”

Viator emphasized that it was a personnel matter and that it needed to be handled by the personnel attorney.

Damone agreed to postpone the evaluation to April, which carried 5-0.

“I apologize to you that you were not able to receive your evaluation on time and that you were not able to address these issues,” Damone told Shallman. “It’s not fair to you or the district.”

ABOVE: The ITID Board of Supervisors.