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HomeMy WebLinkAboutMN-HRC-2002-11-25HUMAN RESOURCES COMMITTEE Regular Meeting November 25, 2002 Members Present: Alderperson Peterson, Alderperson Hershey, Alderperson Cogan, Alderperson Blumenthal, Alderperson Mack, Mayor Cohen Staff Present: Steve Thayer (Controller), Norma Schwab (City Attorney), Debra Parsons (City Chamberlain), Margaret McCarthy (City Prosecutor), Marcia Lynch (Director of Development), Larry Fabbroni (Asst Superintendent), Bill Gray (Superintendent), Andy Olmetti (Employee Health and Safety Coordinator), 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 There were no additions or deletions to the agenda. Chairperson Peterson reported that the minutes were not available for review. B. Employee Comments & Common Council Response Chairperson Peterson invited employees to come speak before the Human Resources Committee. After distributing handouts, Marcia Lynch (Director of Development) and Margaret McCarthy (City Prosecutor) addressed the Committee. They submitted a proposal to the City of Ithaca regarding Sick Leave Buyout for Employees Terminated by Layoff, which reads “City of Ithaca employees who will be left jobless, effective February 1, 2003, due to the City’s reduction in force which has targeted our positions, respectfully request the City to award us a buyout of our accumulated sick time, as is provided City retirees upon separation from service.” Ms. Lynch and Ms. McCarthy stated that a number of these employees slated for layoff have worked for the City for many years. Two employees slated for layoffs are close to retirement age and could have taken advantage of the Retirement Incentive program, “However, Common Council’s eleventh-hour decision to eliminate that individual’s position, without any prior warning, came only after the required deadline to apply for that option.” Once these employees slated for layoffs secure new positions, they will “no doubt be earning less in salary, with reduced benefits, compared to the level they have achieved in City employment.” Human Resources Committee Meeting November 25, 2002 Page 2 Ms. Lynch and Ms. McCarthy stated that their “contribution should be recognized in more than just words. By acting favorably on our proposal, we hope you will communicate that message.” Ms. McCarthy stated that the extension of health/dental insurance benefits to May 31, 2003 would apply only to employees who work until the layoff date of January 31, 2003. If that is the case, what would happen if employees slated for layoffs find a position elsewhere and leaves City employment prior to the layoff date. Upon the request of the Committee, the proposal for Sick Leave Buyout for Employees Terminated by Layoff will be discussed further under New Business. The Committee thanked Ms. Lynch and Ms. McCarthy for their comments. C. Chairperson’s Report Chairperson Peterson reported that she would be talking with Alderperson Hershey and Alderperson Blumenthal regarding reconvening the City Administration Sub-Committee. D. Affirmative Action Advisory Committee (AAAC) Update The Affirmative Action Advisory Committee (AAAC) was canceled for the month of November. The next meeting of the AAAC would be December 13th. Alderperson Mack will attend this meeting and mention the proposal 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.) E. Sub-Committee Updates 1. Department Head/Common Council Retreat Chairperson Peterson stated that the Sub-Committee would meet on December 3rd. A report would be given at the December Human Resources Committee meeting. Human Resources Committee Meeting November 25, 2002 Page 3 F. Personnel Items 1. City Attorney a. Request to Increase Part-Time Assistant City Attorney to Full-Time The City Attorney’s Office requested to increase the hours of one part-time Assistant City Attorney position to full-time. City Attorney Schwab stated that this comes as a consequence of Common Council’s decision to disband the City Prosecutor’s Office and add prosecution of City Code violations to its duties. After discussion, Alderperson Hershey made a motion to approve the request. Seconded by Alderperson Blumenthal. Motion carried 5-0. 2. DPW – Water & Sewer a. Request for Salary Recommendation for Chief Wastewater Treatment Plant Operator The Department of Public Works wants to promote to the Chief Wastewater Treatment Operator position an employee who has worked for the City for over 30 years. The department has recommended a salary higher then the one proposed. After discussion, the Committee directed HR Director Michell-Nunn to draft a resolution that states in part if an employee is promoted into a position in the Executive Association, not withstanding the new hire minimum, that the City could establish a minimum increase of up to 10% of his/her prior base salary. Ms. Michell-Nunn will draft the resolution and distribute at the next HR Committee meeting. 3. Standard Work Week Four positions in the Youth Bureau were reduced from thirty-five (35) hours per week to thirty (30) hours per week in the 2003 City of Ithaca budget. The CSEA Administrative Unit provides that employees working thirty (30) hours per week shall receive full-time benefits, including full-time retirement service credit. The Human Resources Committee Meeting November 25, 2002 Page 4 New York State Retirement System recognizes thirty (30) hours per week as a full-time standard workweek, provided that the City of Ithaca formally establishes said workweek as the full-time workweek for the positions. Requested that a standard full-time workweek of thirty (30) hours per week would be established for the following positions: Youth Program Coordinator (Automotive Program), Youth Program Coordinator (Paul Schreur’s Program), Youth Worker (Outing Program) and Youth Worker (Paul Schreur’s Program). After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Blumenthal. Motion carried 5-0. 4. Position Review Update. None. G. Directors’ Report Human Resources Director Michell-Nunn reported on the following items: 1. Youth Bureau Director. The Search Committee has started interviewing for this position. 2. Deputy Controller. Is still interviewing for this position. 3. Police Chief. The names of the three (3) final candidates have been given to the Mayor. 4. Contract Negotiations. The City is, or will be, negotiating contracts with the CSEA Administrative Unit, Chief Officer’s Unit, Ithaca Paid Firefighters’ Association and the City Executive Association. 5. Case Study Discussion. HR Director Michell-Nunn requested to add to a future agenda an item that would discuss the previous budget process and the impact on the workforce. All of Common Council would be included in the discussion. HR Director Michell-Nunn and Chairperson Peterson will put together an outline and topics. Alderperson Mack suggested looking at other agency’s budget processes. Human Resources Committee Meeting November 25, 2002 Page 5 H. Mayor’s Report 1. The Mayor reported that the Budget and Administration Committee created a Sub-Committee to discuss the budget process. Alderperson Vaughan would chair this Committee. The Committee would consist of three Common Council members, department heads, City Controller Thayer and Mayor Cohen. Mayor Cohen made a request to ‘Chairperson Vaughan that HR Director Michell-Nunn be added as an ex- officio member to the Sub-Committee. 2. Common Council met with employees during the budget process. The Mayor had a follow-up meeting with Brian Carman, CSEA Administrative Unit Vice President and the Parts/Supply Manager for the City of Ithaca. Mr. Carman offered a number of suggestions and some concerns that the Mayor will follow up on. 3. Mayor Cohen attended a meeting of the City Safety Committee. The discussion centered on the establishment of a City safety policy, the issue of accountability and how to ensure that employees comply with the City’s safety policy and procedures so that unnecessary injuries are avoided. The Mayor acknowledged Andy Olmetti’s leadership efforts and stated that more information would be forwarded to the HR Committee. 4. Mayor Cohen stated that in a previous HR Committee meeting remarks were made that employees were being injured on the job due to the lack of staffing. After investigating, the Mayor found that the information received runs counter to the assertion that was made on public record. The employees injured were part of a crew and the injuries were not due to a lack of staffing. I. New Business 1. Safety and Workers’ Comp Loss Report Employee Health and Safety Coordinator Andy Olmetti distributed information regarding the Safety Program. The packet included the goals and objectives of the Safety Program and the standard operating procedures/guidelines on how the Safety Committee operates. Also included in the packet were minutes from Human Resources Committee Meeting November 25, 2002 Page 6 previous meetings, a Summary of Workers’ Comp Loss Runs for the periods 1/1/01 – 10/31/01 and 1/1/02 – 10/31/02 and an Experience Report as of 9/30/02. Mr. Olmetti stated that monthly meetings are held with the Safety Committee and with Selective Insurance. The meeting with Selective Insurance is to discuss all City’s losses. Mr. Olmetti has started an on-site consultation with departments to discuss their losses and injuries. The Committee reviewed the information presented. Mr. Olmetti would attend the Human Resources Committee periodically to give an update on the Safety Program. Mr. Olmetti stated that for any program to work support is needed from the Mayor, Common Council and all employees. It is everyone’s responsibility. HR Director Michell-Nunn stated that having someone dedicated to looking at work-related injuries has been worthwhile. This helps in determining the types of training needed to reduce the amount of injuries as well as catching errors, which are costly. Ms. Michell-Nunn stated that the safety initiative is to change the culture around safety and safety awareness. Mr. Olmetti has built into our new hire orientation program a section on safety because it is important that when employees are hired the tone is set for safety. The Committee thanked Mr. Olmetti for his report. 2. Council Koffee Klatch Due to the lateness of the hour, this item would be discussed at next month’s meeting. 3. Sick Leave Buyout Request The Committee discussed the request on the proposal for sick leave buyout for employees terminated by layoff. After discussion, Alderperson Mack made a motion to move the following resolution: Human Resources Committee Meeting November 25, 2002 Page 7 Whereas, the Human Resources Committee recognizes the unusual situation passed by layoffs and people are being terminated for reasons other than just cause, and Whereas, people who are terminated for just cause lose their accrued benefits but people who retire are able to cash in a portion of their benefit time, and Whereas, the Committee is supportive of allowing employees some latitude in exercising similar rights, now, therefore be it Resolved, that the Human Resources Committee forwards to the Common Council a list of options for the Council to consider, and be it further Resolved, that the Human Resources Committee, while not making a particular recommendation, is supportive of the Common Council taking some positive action that does allow employees to access their accrued benefit time, and be it further Resolved, that the Human Resources Director is requested to start discussions with the appropriate bargaining units to ascertain their willingness to sign Memorandums of Understandings allowing the City to potentially extend these benefits without establishing a past practice or engaging in protracted negotiations on the subject of severance benefits, and be it further Resolved, that the City Controller is requested to quantify the potential impact for all employees involved and to present to the Common Council various options for funding. Seconded by Alderperson Cogan. Motion carried 5-0. Mayor Cohen stated during the budget process, Common Council supported extending the health/dental insurance benefits three (3) months beyond the traditional month. To affirm this decision, a resolution would need to be drafted and forwarded to Common Human Resources Committee Meeting November 25, 2002 Page 8 Council. Mayor Cohen asked HR Director Michell-Nunn and City Controller Thayer to draft such a resolution. J. Old Business 1. Residency Requirement The local law to amend Chapter 90 Entitled “Personnel” of the City of Ithaca Municipal Code Regarding Residency Requirements was to be laid on the table today – Monday – November 25th, which is ten (10) days prior to the voting meeting. The Committee discussed the Residency Requirement. After discussion, the consensus of the Committee was to move the Residency Requirement as is. K. December’s Meeting The next Human Resources Committee meeting will be Tuesday – December 17th. L. Adjournment With no further business and on a motion by Alderperson Mack, the meeting was adjourned at 11:05 p.m.