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HomeMy WebLinkAboutMN-HRC-2002-08-26 HUMAN RESOURCES COMMITTEE Regular Meeting August 26, 2002 Members Present: Alderperson Peterson, Alderperson Hershey, Alderperson Blumenthal (arrived at 8:35 p.m.), Alderperson Mack (left at 9:00 p.m.), Alderperson Cogan, Alan J. Cohen (Mayor) Staff Present: Andy Hillman (City Forester), Doug McDonald (Director of Community Development), Thys Van Cort, Planning Director, JoAnn Cornish-Epps (Deputy Planning Director), Lauren Signer (Acting Police Chief), Julie Holcomb (City Clerk), Schelley Michell-Nunn (HR Director), Denise Malone (Administrative Secretary) Chairperson Peterson called the meeting to order at 7:05 p.m. A. Agenda Review, Approval of Minutes & Announcements Chairperson Peterson stated that F.1.b - City Clerk's Office - Reorganization of Department - would be discussion only. The Committee reviewed the minutes from the July meeting. Alderperson Mack made a motion to approve the minutes from the July 31, 2002 meeting. Seconded by Alderperson Hershey. Motion carried 4-0. (Alderperson Blumenthal was absent from the vote.) Mayor Cohen reminded the Committee that the Employee Picnic is Friday - September 20, 2002 and would be held at Stewart Park at 12:00 noon. Chairperson Peterson mentioned that the Annual Recognition Award Committee would meet to review the nominations that were submitted by the August 23, 2002 deadline date. The Committee is comprised of five (5) Common Council members, the City Attorney and the Mayor. B. Employee Comments & Common Council Response Andy Hillman, City Forester, addressed the Human Resources Committee during Position Review Update. Mr. Hillman spoke in support of filling the Tree Trimmer positions. Mr. Hillman quoted from a memo written by Asst Supt Rick Ferrel, which stated in part "Tree Trimming is a highly physical and sometimes dangerous activity in which the workers must remain mentally sharp and not become physically exhausted. Routinely, the Tree Trimmers share work time in the trees Human Resources Committee Meeting August 26, 2002 Page 2 and on the ground in order to not become exhausted and cause accidents." He also reported the Shade Tree Advisory Committee concern about the "dangerous situations" and their desire to see the problem immediately addressed. A letter from the Safety Committee "concluded that an employee safety and health issue exists and has the potential of having a negative outcome if not corrected". The Committee thanked City Forester Hillman for his comments. C. Chairperson's Report. None. D. Affirmative Action Advisory Committee Update Alderperson Mack stated that he attended the Affirmative Action Advisory Committee (AAAC) on August 9th. Human Resources (HR) Director Michell-Nunn stated that the AAAC discussed recruitment efforts and outreach. The discussion centered on the previous Police Officer exam and the successful recruitment efforts. The City will be giving the Police Officer exam in December 2002. The Committee discussed ways to sustain the recruitment efforts and outreach used for the previous Police Officer exam for all City openings. The Police Department worked closely with the Human Resources (HR) Department to recruit members of the protected class and on test preparation. The Police Department identified, communicated and visited locations such as police academies, college fairs, high schools, etc, to find potential candidates. At the next meeting, the AAAC will continue to discuss recruitment efforts/outreach and ways to incorporate the process for all openings. The next meeting of the AAAC will be September 13, 2002. Alderperson Blumenthal will attend the next meeting. E. Sub-Committee Updates 1. Department Head/Common Council Retreat Chairperson Peterson stated that a Sub-Committee meeting was held with Facilitator Judy Saul. Ideas from the Retreat were grouped into topic areas. Chief Human Resources Committee Meeting August 26, 2002 Page 3 Brian Wilbur will put the ideas into a more readable form and distribute to the Committee. After reviewing the ideas, Pat Vaughan with the assistance from Bill Gray and Thys Van Cort, will extract the responsibilities of Common Council Committee Chairs and the department head's expectations in their interactions with the Committee. Chairperson Peterson would look into general communication protocols (i.e. post communication with department heads about actions taken on related items after they have left a Common Council meeting) and interpersonal communication. Chairperson Peterson stated that another department head is needed to replace Alice Green, who will be retiring in early September. F. Personnel Items 1. City Clerk's Office a. Request for Temporary Reduction in Hours - Deputy City Clerk The Clerk's Office requested to temporarily reduce the hours of the Deputy City Clerk from 40 hours/week to 35 hours/week. The reduction in hours would occur from August 26, 2002 to December 20, 2002 and January 20, 2003 to May 9, 2003. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Hershey. Motion carried 4- 0. (Alderperson Blumenthal was absent from the vote.) The Committee agreed to place this item on consent agenda. b. Reorganization of Department Mayor Cohen asked that this item be put on the Human Resources (HR) Committee agenda. The Mayor met with City Clerk Holcomb about the reorganization of the Clerk's Office. New Position Duties Statements have been prepared by Ms. Holcomb and submitted to the HR Committee pending creation of a job description, salary point factor plan and going before the Civil Service Commission. Human Resources Committee Meeting August 26, 2002 Page 4 Ms. Holcomb has given a lot of thought about the concept before the Committee for some time as positions have become vacant, refilled and while trying to honor request for reduction in hours. Most functions in the department are automated. The department has worked hard to be able to provide a higher standard of service to the public and City staff. To do this, employees were cross-trained to provide same level of service, which has raised some inequities in the positions. Duties are neither secretarial nor management related.. Ms. Holcomb listed the duties/responsibilities of the department, which some duties will require staff to be out of the office a significant amount of time in the next five years. Ms. Holcomb stated that more signatory power is needed in the office, which should be done in a cost effective manner. Ms. Holcomb listed a number of things she would like to do to improve the efficiency of the office. Ms. Holcomb does not want to proceed with her concept without support from Common Council. The Committee discussed and supported the concept presented by Ms. Holcomb. 2. Planning Department a. Request to Fill Vacant Senior Typist Position The Planning Director requested to appeal the decision of the Position Review Committee to deny filling the vacant Senior Typist position. Chairperson Peterson stated that the there is a Notice of Vacancy/Request to Fill Vacancy for Senior Typist. The Position Review Committee has recommended filling the Senior Typist position as part-time. After discussion, Alderperson Hershey made a motion to accept the Position Review Committee's decision to fill the Senior Typist position as part-time. Seconded by Alderperson Blumenthal. Motion carried 4-0. (Alderperson Mack was absent from vote.) Human Resources Committee Meeting August 26, 2002 Page 5 3. Position Review Update Alderperson Hershey asked that a report be given from the Position Review Committee. HR Director Michell-Nunn distributed an updated copy of the Position Review Report. The report lists all requests and the status of each request. There have been two denials; a Receptionist position in the Youth Bureau and a Tree Trimmer position in DPW. Actions have been taken on a Senior Typist position in GIAC, an Account Clerk position in the Fire Department, a Recreation Supervisor for the Youth Bureau and a Senior Typist for the Planning Department. The recommendations were that these positions be filled but only on a part-time basis (i.e. the hours be reduced to half time). There are some requests from the Police Department and DPW - W&S that are still on hold because additional information is needed. Mayor Cohen stated that the Position Review Committee (PRC) has denied full-time positions and have recommended that the positions be filled as part-time. There are four part-time recommendations. The PRC does not have the authority to recommend that a position go to part-time without the approval from the Human Resources (HR) Committee. The PRC discussed job sharing between departments. This is an opportunity to combine two positions into one position and save on benefits. The Committee discussed the procedure for when a full-time position has been denied and recommended to fill as part-time. The department head would be allowed to address the HR Committee at the next regular scheduled meeting. Mayor Cohen made a motion to go into Executive Session to discuss the employment history of an individual. Seconded by Alderperson Hershey. Motion carried 4-0 (Mayor Cohen, Alderperson Cogan, Alderperson Hershey, Alderperson Peterson). (Alderperson Mack and Alderpersor. Blumenthal were absent from the vote.) After Executive Session, Chairperson Peterson stated the employment history of an employee was discussed but no action was taken. Human Resources Committee Meeting August 26, 2002 Page 6 Mayor Cohen asked that further discussion regarding the PRC report be continued after the budget review. Mr. Cohen would like the Committee to have an opportunity to see what the budget looks like and get a sense of the overall picture. Mr. Cohen stated that more information would be forthcoming during the budget review. G. Directors' Reports 1. Work Environment Task Force HR Director Michell-Nunn mentioned that an article was written about the Work Environment Task Force project in the Profiles in Diversity Journal's May/June 2002 issue. A copy of the article was distributed to Common Council members. 2. Youth Bureau Director Search HR Director Michell-Nunn reported that the application deadline for the Youth Bureau Director position has been extended to September 20, 2002. By extending the deadline, this would allow applicants who had not submitted applications previously due to the belief that the current Acting Youth Bureau Director would apply for this position. H. Mayor's Report. None. I. New Business. None. J. Old Business 1. Health Insurance Deferment The HR Committee discussed the request for health insurance deferment. The Committee would like more information on the financial impact, if any, on the City. After discussion, Alderperson Cogan made a motion to deny the request. Seconded by Alderperson Hershey. Motion carried 5-0. Human Resources Committee Meeting August 26, 2002 Page 7 K. Adjournment On a motion by Alderperson Hershey, the meeting was adjourned at 9:57 p.m.