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HomeMy WebLinkAboutMN-HRC-2002-04-22 l HUMAN RESOURCES COMMITTEE Regular Meeting April 22, 2002 Members Present: Alderperson Peterson, Alderperson Hershey, Alderperson Blumenthal, Alderperson Mack, Alderperson Cogan, Akin J. Cohen (Mayor) Staff Present: Steve Thayer (Deputy Controller), Dominick Cafferillo (Controller), Marcia Fort (GIAC Director), Lauren Signer (Acting Police Chief), Schelley Michell-Nunn (HR Director), Leslie Moskowitz (Mgr of OD), Denise Malone (Administrative Secretary) Guest Present: Satomi Hill, Lynette Chappell-Williams, Paris Chappell-Williams, Lucas Signer Chairperson Peterson called the meeting to order at 7:03 p.m. A. Agenda Review, Approval of Minutes & Announcements Chairperson Peterson stated that Item E.1 - Personnel Item - Controller's Office has been added to the agenda. Copies will be distributed. The Committee reviewed the minutes from the February meeting. Alderperson Blumenthal made a motion to approve the minutes from the February 27, 2002 meeting. Seconded by Alderperson Cogan. Motion carried 4-0. (Alderperson Mack absent from vote.) B. Employee Comments & Response Alderperson Blumenthal asked if there could be a place for the members of Common Council/Human Resources Committee to make a comment or report. Chairperson Peterson stated that she would include a place on the next agenda for members of Council to make comments or reports. C. Chairperson's Report The Committee discussed whether the Budget and Administration Committee or the Human Resources Committee should address the item "City employees appointment to City committees and boards". After discussion, Alderperson Blumenthal and Chairperson Peterson stated that they would talk to Alderperson Vaughan about this item. Human Resources Committee Meeting April 22, 2002 Page 2 D. Sub-Committee Updates 1. City Administration The Sub-Committee has reviewed job descriptions from the City of Beacon and the City of Poughkeepsie and discussed parameters and recruitment. HR Director Michell-Nunn will draft a job description for the City Administration position, which the Sub-Committee will review at their next meeting. E. Personnel Items 1. Controller's Office a. Request to Delay Retirement & Appoint as Acting Deputy Controller The Controller's Office is requesting to amend their Personnel Roster by appointing Dominick Cafferillo as Deputy City Controller effective May 13, 2002 and by appointing Steven Thayer as City Controller effective May 13, 2002. After discussion, Alderperson Hershey approved the request. Seconded by Alderperson Blumenthal. Motion carried 5-0. F. Directors' Reports 1. Update on Searches a. Police Chief. HR Director Schelley Michell-Nunn stated that the deadline for applications is May 28th. Ms. Michell-Nunn will review the applications and forward the qualified ones to the Search Committee, which will meet after the deadline date. b. Youth Bureau Director. The minimum qualifications for the Youth Bureau Director will be revised. The revisions will go before the Civil Service Commission for approval. Once approved, the position will be advertised. c. Assistant City Attorney (PT). The position has been advertised but we have yet to receive any applications. Human Resources Committee Meeting April 22, 2002 Page 3 d. Firefighter Exam. The deadline to submit application for the Firefighter exam was May 1st. The exam will be in June. Ms. Michell-Nunn stated that efforts of recruitment for women and minorities were done. Ms. Michell- Nunn stated that she met with members of the community to identify possible candidates to apply for the exam. An Information session was held in April. The information session gave an overview of the responsibilities and job duties of a Firefighter. There will be test preparation sessions starting April 27th and continuing the next three Saturdays. e. Environmental Engineer. The Department of Public Works has hired an Environmental Engineer. 6. Mayor's Report a. Position Review Committee Mayor Cohen stated that the Position Review Committee is at a point where they have questions about filling vacant positions and would like to have discussion with Common Council on how to handle this process. The Committee as it currently exists could make that decision but is uncomfortable doing so alone because there are policy decisions that have to be made and that Common Council should be a part of those decisions. After discussion, the consensus of the committee was to put it on next month's agenda for further discussion. H. New Business a. Human Resources Committee Meeting - May 2002 The Human Resources Committee meeting for the month of May will be Wednesday - May 22, 2002. b. Affirmative Action Advisory Committee Chairperson Peterson stated that she would like to occasionally have advisory committees connected with the Human Resources Committee (HRC) come and share information with the HRC about their committees. Human Resources Committee Meeting April 22, 2002 Page 4 Chairperson Peterson introduced the members of the Affirmative Action Advisory Committee (AAAC): (5atomi Hill, Marcia Fort, Lauren Signer, and Lynette Chappell-Williams). AAAC Chair Marcia Fort expressed appreciation on behalf of the Committee for being invited to the Human Resources Committee. Ms. Fort mentioned that the other members of the AAAC are Civil Engineer Tom West, Asst Superintendent Rick Ferrel, Senior Tree Trimmer Eric Woodward and Diann Sams. The AAAC meets on the second Friday of each month from 10:00 a.m. - 11:30 a.m. in the Common Council Chambers. The Affirmative Action Advisory Committee (AAAC) reviewed the current City of Ithaca's Affirmative Action and the Equal Employment Opportunity Plan. The plan is outdated and does not reflect the current Human Resources Department and the work being done by this department. The AAAC feels that the plan does not meet the needs of the City of Ithaca in terms of its diversification efforts. After City Attorney Schwab attended a meeting giving legal advice on what the AAAC should or should not be doing in regards to the Affirmative Action Plan, the AAAC determined that what was needed was a Workforce Diversification Plan. The Diversification Plan will meet our needs in terms of the efforts related to recruitment, training, and providing information to the workforce. Human Resources Director Michell-Nunn is in the process of drafting the Workforce Diversification Plan, which would replace the Affirmative Action Plan. Discussion arose regarding changing the name of the Affirmative Action Advisory Committee. The Affirmative Action Advisory Committee (AAAC) had an Advance in 2000. The members spent the day reviewing the work currently being done and discussing the work that needed to be done. One of the goals that came out of this Advance was a closer relationship between the AAAC and the Human Resources Committee (HRC). To accomplish this goal a member of HRC was appointed as a liaison to the AAAC. Due to changes on Common Council/HRC, there is currently no liaison to the AAAC. The AAAC would like to request another member of HRC as a liaison. This liaison could be one member or could be rotated among the HRC members. The AAAC in conjunction with the HRC could provide a means of communications between the two committees and also be supportive of each other. The HRC discussed who would attend the AAAC meeting. After discussion, the HRC will 7. fHuman Resources Committee Meeting April 22, 2002 Page 5 rotate members to the AAAC. Alderperson Cogan will attend the AAAC meeting for May. The Affirmative Action Advisory Committee (AAAC) acts as a vehicle for employees who may come with issues that they feel are appropriate to this committee. The AAAC listens to employees and, if appropriate, point them in the right direction (i.e. to the Human Resources Department, to their department head, etc.) Recently, a situation arose that pointed out to the AAAC members that there is a need to better communicate with the workforce on the purpose of the AAAC, the makeup of the committee, when the committee meets, what is the committee's charge and the connection, if any, to the Affirmative Action Sub- Committee. The Affirmative Action Advisory Committee (AAAC) has been working on a reporting mechanism for department heads that would include items such as demographics of their department, the department head's expectations, what assistance is needed from the AAAC or the Human Resources Department, what initiatives they would like to see happen within their departments and what the training needs are for their departments. The Affirmative Action Advisory Committee (AAAC) asked would the Human Resources Committee (HRC) want a quarterly/annual report, minutes of their meeting or their attendance at the HRC monthly meeting. AAAC would eventually like to present a state of the City as it relates to the diversification needs and initiative on whatever bases are determined. Ms. Fort asked what kinds of information would the HRC like from the AAAC? Alderperson Hershey asked the Affirmative Action Advisory Committee (AAAC) what progress has the AAAC made, what are the real issues and what kind of help is needed to promote workforce diversification? The Committee stated that there has been a lot of progress made toward diversifying the workforce, one being the creation of the Human Resources Department, the increase of underrepresented classes in some City departments and the broader recruitment efforts of the City. There is a need for assistance in helping department heads convey to their employees why it is important to diversify the workforce, why it is a commitment or important to the Mayor, Common Council, Human Resources Department and the AAAC. The City needs to educate/train the workforce on diversity to alleviate the Human Resources Committee Meeting April 22, 2002 Page 6 fears of employees (or their co-workers) losing their jobs, of the City hiring unqualified people and of working with diverse populations. The members of the Affirmative Action Advisory Committee (AAAC) work hard and are committed to the diversification of the City's workforce. The AAAC would like to share their skills, knowledge and experience in this area. They do take their commitment seriously. Ms. Fort stated in terms of workforce diversification it is important for the workforce to know that this is not just a committee issue, but that these efforts are important both to the Mayor and Common Council. The AAAC appreciated the development, the adoption and the distribution of the Diversity Statement, which now can be seen in City departments. The AAAC would like to see the Diversity Statement on TCAT Buses and other places within the City but outside of City facilities to let members of the community know that this is something that the City is proud of, are striving for and could be of assistance to other organizations. The City could be a role model. AAAC believes that the Diversity Statement could go much beyond just the areas where it currently is. HR Director Michell-Nunn stated that the Diversity Statement says that the City is committed to creating an environment where all people can maximize their full potential, a vision as it relates to diversity. A copy can be distributed to each HRC member. HR Director Michell-Nunn stated that justification for an Affirmative Action Plan is historical statistical data that shows that there has been specific discrimination in certain areas. The Affirmative Action Plan arose out of that type of information. The statistical data that we currently have is not sufficient to justify setting up an Affirmative Action Plan and absolutely identifying goals in the traditional manner. It is much more beneficial to look at Workforce Diversity, which is not as limiting as Affirmative Action. The Human Resources Committee was favorable to having a closer connection with the Affirmative Action Advisory Committee. The Human Resources Committee would like to see the departmental demographics for past years, which will be provided by the Human Resources Department. Human Resources Committee Meeting April 22, 2002 Page 7 The Human Resources Committee thanked the Affirmative Action Advisory Committee members for attending this meeting and giving a brief overview. c. Employee Recognition HR Director Michell-Nunn explained the Employee Recognition Program. There is Instant Recognition whereby an employee is acknowledged for doing a quality job or for doing something a little extra, such as a simple thank you. After the employee receives five thank you cards, the recipient gets a gift, (i.e. movie tickets, car wash coupon, dinner certificate, etc.) Thank you cards can be obtained from the Human Resources Department. The Quarterly Recognition recognizes individuals or teams for significant contributions. The recipient is announced at the Common Council meeting and receives a plaque and gets a gift certificate (a team gets a pizza party). The Annual Recognition publicly recognizes individuals who have exhibited behaviors and performance levels above and beyond what is expected. The recipient receives a $100 gift certificate, their name added to a plaque in City Hall and an award certificate. I. Old Business 1. Smoking Policy Chairperson Peterson stated that Common Council passed the policy to be posted, but the policy needs to be strengthened. After discussion, the consensus of the Committee was to ask the Policy Improvement Team to look at the policy and that the any Human Resources Committee member could join them. 3. Adjournment On a motion by Alderperson Cogan, the meeting was adjourned at 9:50 p.m.