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HomeMy WebLinkAboutMN-HRC-2002-10-28HUMAN RESOURCES COMMITTEE Regular Meeting October 28, 2002 Members Present: Alderperson Peterson, Alderperson Hershey, Alderperson Cogan, Alderperson Blumenthal, Alderperson Mack (arrived at 7:15 p.m.) Staff Present: Steve Thayer (Controller), Brian Carman (Supply Manager), Norma Schwab (City Attorney), Debra Parsons (City Chamberlain), Schelley Michell-Nunn (HR Director), Denise Malone (Administrative Secretary) Chairperson Peterson called the meeting to order at 7:10 p.m. A. Agenda Review, Approval of Minutes & Announcements There were no additions or deletions to the agenda. The Committee reviewed the minutes from the August 2002 meeting. After discussion, Alderperson Cogan made a motion to approve the minutes from the August 26, 2002 meeting. Seconded by Alderperson Hershey. Motion carried 4-0. (Alderperson Mack was absent from the vote.) The Committee reviewed the minutes from the September 2002 meeting. After discussion, Alderperson Cogan made a motion to approve the minutes from the September 23, 2002 meeting. Seconded by Alderperson Hershey. Motion carried 4-0. (Alderperson Mack was absent from the vote.) B. Employee Comments & Common Council Response Chairperson Peterson invited employees to come speak before the Human Resources Committee. Brian Carman, Supply Manager and CSEA Administrative Unit Vice President, read from a prepared statement. “I’m here tonight to convey not only my concerns as an employee but also the uncertainty expressed by the majority of City employees with potential layoffs looming in the future. As Human Resources Committee members, by definition, you are responsible for the recruitment and management of the workforce. If we take that a step further and Human Resources Committee Meeting October 28, 2002 Page 2 define resources: It is the ability to deal with a difficult or troublesome situation effectively. That is what we have a difficult and troublesome situation. I would think it wouldn’t be effective to layoff employees on one hand while on the other create new positions and promotions that seem to be concentrated in the executive and management positions, while reducing basic service personnel. I would ask that you adhere to your own statements included in the City of Ithaca Human Resources manual. If I may quote that text under the heading of values it states, “We believe that people are our greatest asset. Each person should be respected, developed, supported and valued.” Given the recent direction that the City intends to pursue, none of these statements are being practiced. I would like to think that all avenues were explored before considering layoffs as an option. The sentiment from the workforce is that this is not being done. That in turn has a profound affect on the morale of your people. As members of the Human Resources Committee, you have the opportunity to demonstrate your support for the workforce by leaving no stone unturned in the quest to avoid layoffs. At present, with the Human Resources Department creating and promoting management positions, it does not give the impression of doing this. The employees of the City of Ithaca ask that you do the right thing, respect, develop and support your current personnel. I’m confident that with the support of the Human Resources Department and Common Council leadership a favorable and effective outcome for all parties will be achieved. Thank you.” Mr. Carman thanked the Human Resources (HR) Committee for allowing him to read the statement and stated that he, along with other employees, commend Schelley Michell-Nunn on a Human Resources Committee Meeting October 28, 2002 Page 3 job well done since she has been appointed as the Human Resources Director. Ms. Michell-Nunn has shown a true interest in the well being of City employees. The HR Committee thanked Mr. Carman for his statement and encouraged him to return the next night to read his statement to the full Council during the budget hearing. If he is unable to attend, Chairperson Peterson said that she could read it on his behalf. Debra Parsons, City Chamberlain, expressed concern regarding the proposed Residency Requirement for department heads and deputies. Ms. Parsons stated that she was hired about 17 years ago and was made to understand that she must move into the City within a year of her being appointed as a department head to retain her position. Department heads hired after Ms. Parsons have been allowed to move outside of the City without being required to move back into the City or without losing their position. Ms. Parsons appreciates being afforded that kind of flexibility in their lives as needs arise. Ms. Parsons feels that she may have a problem should she want or need to move out of the City. If her successor were promoted from within in her department and was with the City prior to 1992, her successor would not have to move in the City according to the proposed Residency Requirement. Ms. Parsons asked the Human Resources Committee to consider her concerns when deliberating about the Residency Requirement. Chairperson Peterson thanked Ms. Parsons for her comments and stated that the Committee would be discussing the Residency Requirement later on the agenda. C. Chairperson’s Report. None. D. Affirmative Action Advisory Committee (AAAC) Update Alderperson Cogan stated that he was unable to attend the Affirmative Action Advisory Committee (AAAC). Mr. Cogan proposed that members of the Human Resources Committee (HRC) and the AAAC attend each other’s meeting on alternate months (i.e. HRC member would attend the AAAC meeting one month; the next month the AAAC member would attend the HRC meeting.) Alderperson Mack stated that it was valuable for him to attend the AAAC meeting and see how the meeting ran but that he felt ineffective at the meeting and would like to receive updates. Human Resources Committee Meeting October 28, 2002 Page 4 Alderperson Cogan would attend the next AAAC meeting, which will be held on Friday – November 8, 2002 and would advise the AAAC members of the proposal. E. Sub-Committee Updates 1. Department Head/Common Council Retreat Chairperson Peterson reported that the Sub-Committee meets on a monthly basis. A letter will be drafted to update the department heads and Common Council members on the status of results from the Retreat. Alderperson Vaughan is working on procedures for running meetings. IT Director Duane Twardokus is working on post meeting communications. Chairperson Peterson would be contacting Manager of Organizational Development Leslie Moskowitz, who chairs the Communication Improvement Team (CIT), to ensure that work is not duplicated. F. Personnel Items 1. Youth Bureau a. Request to Appoint Acting Youth Bureau Director The Acting Director of the Youth Bureau retired in early September. The Youth Bureau Director Search Committee anticipates that the search process would require at least two (2) more months before naming a new director. In the interim, the Mayor has requested to appoint Allen Green to the position of Acting Director of the Youth Bureau retroactive to September 6, 2002. After discussion, Alderperson Blumenthal made a motion to approve the request. Seconded by Alderperson Hershey. Motion carried 5-0. 2. Position Review Update Human Resources (HR) Director Schelley Michell-Nunn updated the Committee on the recent actions taken by the Position Review Committee (PRC). Authorization Human Resources Committee Meeting October 28, 2002 Page 5 was given to the Police Department to fill the vacant Community Service Officer position. G. Directors’ Report 1. Employee Forum Human Resources (HR) Director Michell-Nunn reported that an employee forum was held. The forum was to allow employees to talk about their concerns and issues related to the budget process and layoffs. The Mayor responded to questions from employees. At this forum, the employees expressed a desire to meet with Common Council members regarding their concerns on the budget and layoffs, possibly even scheduling periodic koffee klatches or info session. This would be an opportunity for employees and Common Council/Mayor to come together to discuss topics of interest. Ms. Michell-Nunn stated that she has contacted Common Council members regarding their availability for a meeting on November 1st. Alderperson Blumenthal made a motion to direct the Chair of the Human Resources Committee to write a memo to the Mayor that expresses concern over the manner in which employees were notified of potential layoffs or changes in employment status. The Committee felt that notification in this round of budget discussion was inadequate, both to the department heads and the employees. Seconded by Alderperson Mack. Motioned carried 5-0 H. Mayor’s Report. None. I. New Business 1. Restructuring of the City Clerk’s Office Alderperson Mack stated that he has been concerned about the restructuring of the City Clerk’s Office and would like to discuss this at the HR Committee. After discussion, Alderperson Mack made a motion to go into Executive Session to Human Resources Committee Meeting October 28, 2002 Page 6 discuss the employment history of an individual. Seconded by Alderperson Cogan. Motion carried 5-0. After Executive Session, Chairperson Peterson reported that the Committee discussed the employment history of an individual but no action was taken. J. Old Business 1. Residency Requirement For the purposes of discussion, Alderperson Hershey made a motion to move the local law regarding Residency Requirements. Seconded by Alderperson Blumenthal. The Committee discussed the proposed local law. Alderperson Cogan m oved, and Alderperson Mack seconded, an amendment to strike the language “Any Department Head or Deputy hired prior to January 1, 1992, who is not currently a Department Head or Deputy is exempt from the Residency Requirement stated herein. In addition, any Department Head or Deputy residing outside the City as of September 1, 2002, is exempt from this Residency Requirement stated herein” and replace it with “ Any employee hired prior to January 1, 1992, is exempt from the Residency Requirement stated herein. In addition, any employee who is a Department Head or Deputy as of the effective date of this Local Law, and resides outside the City as of September 1, 2002 is exempt from this Residency Requirement stated herein.” The amendment passed 5-0. Alderperson Cogan then moved the motion as amended. Seconded by Alderperson Mack. Motion carried 5-0. K. Adjournment With no further business, the meeting was adjourned.