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HomeMy WebLinkAboutMN-HRC-2003-01-27HUMAN RESOURCES COMMITTEE Regular Meeting January 27, 2003 Members Present: Alderperson Peterson, Alderperson Cogan, Alderperson Mack, Alderperson Hershey, Mayor Cohen, Alderperson Blumenthal (arrived at 7:15 p.m.) Staff Present: Brian Weinstein (Firefighter), Brian Wilbur (Fire Chief), Steve Thayer (Controller), Schelley Michell-Nunn (HR Director), John Doyle (Recr Facilities Manager), Andy Olmetti (Employees Health & Safety Coordinator), Donald Reynolds (Fire Fighter), John Bailey (Youth Program Coordinator), Rick Ferrel (Asst Supt), Leslie Moskowitz (Mgr of Organizational Development) Meeting called to order by Chairperson Peterson at 7:08 p.m. A. Agenda Review, Approval of Minutes & Announcements There were no changes or additions to the agenda and no announcements. The Committee reviewed the minutes from the December 2002 meeting. After discussion, Alderperson Cogan made a motion to approve the minutes from the December 17, 2002 meeting. Seconded by Alderperson Hershey. Motion carried 4-0. (Alderperson Blumenthal was absent from vote.) B. Employee Comments & Common Council Response Chairperson Peterson invited employees to address the Human Resources (HR) Committee. Brian Weinstein, Fire Fighter and President of the Ithaca Paid Fire Fighters Association (IPFF) spoke on behalf of all City employees, who could potentially be called up to duty as a reservist in the Military. Mr. Weinstein stated that Lieutenant Tom Deis was called up for duty on January 25, 2003 and that Firefighter Don Reynolds has been put on a 72-hour standby and could be called up at any point. IPFF President Weinstein asked the HR Committee to consider extending for an indefinite period of time the Supplemental Military Leave benefit being offered to City employees. Human Resources Committee January 27, 2003 Page 2 The Committee thanked IPFF President Weinstein for his comments. This item is on the agenda and would be discussed at that time. C. Chairperson’s Report. None. D. Affirmative Action Advisory Committee Update Affirmative Action Advisory Committee members were unable to attend this meeting. Alderperson Cogan volunteered to attend the Affirmative Action Advisory Committee meeting on February 14, 2003. Alderperson Blumenthal arrived at 7:15 p.m. E. Sub-Committee Updates 1. City Administrator Chairperson Peterson reported that the City Administrator Sub-Committee has reconvened. The Sub-Committee consists of Mayor Cohen, Alderperson Blumenthal, Alderperson Hershey and Chairperson Peterson. The Sub-Committee reviewed the City Administrator job description and resolutions that had come before the Human Resources Committee. 2. New Sub-Committee Chairperson Peterson stated that this item would be added under new business. Chairperson Peterson suggested creating a Human Resources Committee Budgetary Process Sub-Committee. This sub-committee would parallel the Budget and Administration Committee Budgetary Process Sub-Committee. The HR Committee Budgetary Process Sub-Committee would discuss other aspects of the budget process, namely the impact on employees and how information is communicated to the employees, especially around the issues of layoffs and other job changes. Human Resources Committee January 27, 2003 Page 3 F, Personnel Items 1. Youth Bureau a. Request to Reduce Hours and Transfer Funds The Youth Bureau requested to amend the Personnel Roster by temporarily reducing the hours of Youth Development Program Leader Katie Foley from 35 hours/week to 20 hours/week effective February 10, 2003 until May 17, 2003. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Mack. Motion carried 5-0. The Committee agreed that this item would be put on consent agenda. 2. DPW – Streets and Facilities a. Request to Extend Lay Off Date Until Employee Retirees DPW (Streets & Facilities) requested to extend the lay off date until a specific employee retires. HR Director Michell-Nunn reported that an employee filed for disability retirement in March 2002. As of last week, the Retirement System had not made a decision. After a few phone calls, a decision by the Retirement System was made to approve the disability retirement. According to the Retirement System’s decision, the employee has to be terminated by February 16, 2003 and cannot work the last day. After discussion, Alderperson Hershey made a motion to extend the employment of Richard Corey until February 15, 2003. Seconded by Alderperson Blumenthal. Motion carried 5-0. b. Request for Position Upgrade DPW (Streets & Facilities) requested to upgrade a Maintainer position to a Working Supervisor position. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Mack. Mayor Cohen reported that this upgrade was included in the 2003 budget and should not be on the agenda. Motion failed due to the withdrawal of the original motion by Alderperson Mack. Human Resources Committee January 27, 2003 Page 4 3. Fire Department a. Request to Create Temporary Fire Lieutenant The Fire Department requested to amend the Personnel Roster by creating a temporary Fire Lieutenant position. The position would allow the Fire Department to maintain the minimum staffing levels while Lieutenant Deis is on military leave. The temporary Lieutenant position would be effective on the date of this approval until such time as the active military duty assignment for Lt. Thomas Deis has been concluded. After discussion, Alderperson Blumenthal made a motion to approve the request. Seconded by Alderperson Mack. Motion carried 5-0. 4. Position Review Update. None. G. Directors’ Reports 1. Employee Identification Cards HR Director Michell-Nunn reported that new employee identification cards are being issued. Andy Olmetti, Employee Health & Safety Coordinator, will contact Common Council members to schedule appointments to get pictures taken. Pictures of managerial employees present at the last Senior Staff meeting were taken. The rollout for the workforce is scheduled for the first week in February 2003. Hopefully, by mid March 2003, all employees will have new employee ID cards. Employees would be required to carry his/her identification card on their person to identify his/her as City employees, should the need arise. 2. Lending Library HR Director Michell-Nunn reported that the HR Department is in the process of creating a Lending Library. This is a cost-effective way to continue to allow the employees to receive training even though there is a reduction in staff development. Employees would be allowed to borrow videos, CDs, etc. to get training without the cost of bringing in facilitators or sending staff out for training. The City is working with the Town of Ithaca, Tompkins County and Cornell University to tap into their resources. Human Resources Committee January 27, 2003 Page 5 H. Mayor’s Report. None. I. New Business 1. Safety Strategy Employee Health and Safety Coordinator Andy Olmetti reviewed the City of Ithaca Safety Plan Strategy for 2003. The goal is to “implement an effective safety program citywide that reduces the accident/injury frequency among City employees.” In prioritizing, developing and implementing the Safety Plan Strategy, the Safety Committee showed different methods that could be accomplished. Safety training would be required. The Strategy Plan shows accountability and responsibilities at all levels of City employment (i.e. management, front-line employees, etc.) and identifies how to accomplish the goals from a strategy standpoint. The cost to train and develop employees would be offset by the reduction of accidents and injuries. Mr. Olmetti briefly reviewed the cost of accidents/injuries. Mr. Olmetti mentioned the difficulties in implementing the Safety Plan Strategy without support of Common Council and the Mayor. Controller Thayer reported that the City has changed to Travelers Insurance as the workers’ comp carrier effective January 1, 2003. This decision was based on not so great experiences with our former workers’ comp carrier and on the brokerage activity of Travelers Insurance. Travelers Insurance would provide the City with greater experience in the municipal area. The City is changing from a retrospective program to a large deductible program. The major differences are that the City is not required to have a large reserve and that the cash flow is much lower in the beginning of the premium policy than it was with the other program. Mr. Olmetti stated that a cost saver to the City and an important aspect to the workers’ comp program is the return to work or modified duty program, getting employees back to work quicker. Mr. Olmetti is also gathering information about a NYS “preferred provider” program. Under this program, when there are comp claims, the City could designate employees to go to physicians on the “preferred provider” list. The Committee thanked Mr. Olmetti and Mr. Thayer for the information. Human Resources Committee January 27, 2003 Page 6 2. Council Koffee Klatsch HR Director Michell-Nunn reported that during the height of the budgetary process, there were two meetings held involving the workforce. One meeting was with the Mayor and the other meeting was with Common Council members. Ms. Michell-Nunn, as well as the employees, would like to continue on-going communications with the Mayor and Common Council throughout the year. 3. Creation of an HR Committee Budgetary Process Sub-Committee Chairperson Peterson stated that an HR Sub-Committee would be created to handle the process of communicating information to the workforce to discuss communications to employees, especially those who may be affected by layoffs or other job changes. The Sub-Committee makeup could be two or three HR Committee members, two or three department heads and at least three employees, perhaps one that has experienced a layoff or job change. The Sub-Committee would address how and when communications about impending, or even just being discussed, layoffs should be shared; how is or should workforce commu nication be handled between legislators and the workforce; and how should the workforce be involved in the long term on budgetary discussion or general employment issues. This would also allow Common Council to focus on such concerns ahead of time and make a decision on what would be offered an employee during a layoff. Chairperson Peterson will meet with HR Director Michell-Nunn to discuss how to formulate the sub-committee. J. Old Business 1. Supplemental Military Leave The Committee discussed extending the Supplemental Military Leave for up to one (1) year for any employee called to active military duty in 2003 resulting from the September 11, 2001 terrorist attacks on the United States. After discussion, Alderperson Blumenthal made a motion to approve the request. Seconded by Alderperson Cogan. Motion carried 5-0. Human Resources Committee January 27, 2003 Page 7 2. Diversity Discussion This item will be discussed at next month’s meeting. K. Grievance Hearing – City Executive Association The Committee met in executive session to discuss the employment of an individual, and the individual’s grievance. Alderperson Hershey moved to deny the grievance. However, the contested hours are to be reinstated to the grievant’s annual leave, contingent upon an MOU stating that the reinstatement of hours does not establish a past practice, be signed by the bargaining unit. Seconded by Alderperson Cogan. Motion carried 5-0. L. Adjournment With no further business, Alderperson Cogan moved to adjourn the meeting at 9:53 p.m.