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HomeMy WebLinkAboutMN-HRC-2003-05-22HUMAN RESOURCES (HR) COMMITTEE Regular Meeting May 22, 2003 Members Present: Alderperson Peterson, Alderperson Cogan, Alderperson Hershey, Alderperson Blumenthal (arrived at 8:40 p.m.), Mayor Alan J. Cohen Members Excused: Alderperson Mack Staff Present: Steve Thayer (Controller), Schelley Michell-Nunn (HR Director), Andy Olmetti (Employee Health & Safety Coordinator), Julie Holcomb (City Clerk), Sarah Myers (Administrative Secretary), Alan Karasin (Sr. Network Administrator), Leslie Moskowitz (Mgr of Organizational Development), Norma Schwab (City Attorney), Rick Ferrel (Asst Superintendent), (City Attorney), Denise Malone (Administrative Secretary) Others Present: Members of the Media Meeting called to order by Chairperson Peterson at 7:13 p.m. A. Agenda Review, Approval of Minutes & Announcement There were no minutes to approve or no announcements. Chairperson Peterson stated that the City Clerk has put a revised resolution on the desk, that Personnel Item F.2 – DPW (Engineering) has been pulled at the request of the department head and Item F.2 - DPW (Streets & Facilities) has been added at the request of Asst Superintendent Ferrel. B. Employee Comments & Common Council Response. None. C. Chairperson’s Report. None. Human Resources Committee Meeting May 22, 2003 Page 2 D. Affirmative Action Advisory Committee (AAAC) Update Chairperson Peterson stated that she attended the AAAC meeting, which was held on May 16, 2003. Leslie Chatterton (Historic Preservation and Neighborhood Planner) and Julie Holcomb (City Clerk) attended the meeting and updated the AAAC on duties and responsibilities of the ADA Officer. Ms. Holcomb stated that the AAAC invited Leslie Chatterton and herself to the meeting, as they (Leslie and Julie) are the designated ADA Officers for the City of Ithaca. Ms. Chatterton handles the parking space issues, and ensures that City buildings are handicapped accessible. Ms. Holcomb stated that her office makes the arrangements for people with disabilities to attend meetings (i.e. special accommodations, interpreter, etc.) Ms. Holcomb has worked with the Disability Advisory Council (DAC) and has addressed concerns regarding audible traffic signals, sidewalk accessibility and different types of citizens based complaints. Ms. Holcomb continues to work with the DAC on accessibility to City and community events and making sure that when events are planned that people with disabilities are accommodated. The Clerk’s Office helps people receive City services that may not be accessible to them (i.e. for people who can’t make it to other floors in City Hall or are uncomfortable in the elevator, the Clerk’s Office has asked staff in departments to come down and meet with them.) The City does not own, and/or employees are not trained on, equipment (such as TDD/TTY or relay communication services) to assist people with hearing disabilities. The AAAC recognized the training needed for Ms. Holcomb and Ms. Chatterton. HR Director Michell-Nunn offered to help raise awareness throughout City departments and to identify department head’s responsibilities in terms of employees that may have disabilities as well as helping to provide training in order to handle issues the City currently faces. Chairperson Peterson stated that the AAAC is continuing to work on the Workforce Diversity Plan. Once completed, the draft would be brought to the HR Committee. E. Sub-Committee Updates a. Budget Process and Layoffs Sub-Committee Chairperson Peterson stated that the Budget Process and Layoffs Sub-Committee has completed its work and had its last meeting. Ms. Peterson reported that highlights from the meeting were: 1) to create a special edition of the City Lights newsletters that would focus on the budget process; 2) to encourage employee Human Resources Committee Meeting May 22, 2003 Page 3 input in all different aspects by having suggestion boxes throughout the City; 3) to have a viable way to respond to suggestions that come in; and 4) to develop a layoff notification procedure and have the procedure linked to the new schedule that was created by the Sub-Committee of the Budget & Administration Committee. Chairperson Peterson reported that notification of possible layoffs should be given early in the budget process, possibly starting with the budget overview into the departmental budgets. Department heads would notify bargaining units if potential layoffs are being discussed, clarifying that the department heads process is one step in the budget process. The departmental budget goes to the Mayor, where there are further possibilities of cuts or retentions of jobs. When the budget goes to the Mayor, if a job is still potentially being cut, there should be a formal notification to the employee. Finally, in the October and November process, the affected employee would get a written document from the HR Department about the layoff and what the recourses are for that employee. By going through this process, this is another way to quell rumors that may arise throughout the workplace. Prior to distributing, Chairperson Peterson will review the information with HR Director Michell-Nunn to ensure accuracy. F. Personnel Items 1. City Clerk a. Request to Amend Personnel Roster The City Clerk’s Office requested to amend the Personnel Roster by deleting one (1) Deputy City Clerk position and one (1) Administrative Secretary position and adding one (1) Information Management Specialist (40 hr) position and one (1) Information Management Specialist (20 hr) position. 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.) Chairperson Peterson read the following letter from an employee affected by the reorganization: Human Resources Committee Meeting May 22, 2003 Page 4 “Many of you are already aware of the negative effect that the proposed reorganization has on my future employment with the City, so my statement would not serve to clarify that issue. It would be easier for me to comprehend the reasoning behind the reorganization if a strategic plan existed that could be used to guide future effort. The changes before you are based on the pilot records project using equipment that is yet to be purchased. My intent is not to question the use of resources but to ask for additional consideration during the process. I have dedicated nearly twenty years of my professional life to the City and its residents. From an educational perspective, I have worked hard to strengthen my skills and view this change in my life as an opportunity to explore professional development beyond the departmentalized structure that exists within this organization. Boldly, I have requested that the Committee support the allocations of additional hours with another City department to supplement the part-time status that would be possibly imposed on me after June 30, 2003 if the resolution before you is passed. Having maintained my City residence as a bona fide occupational qualification for my current management position, I must have income provided by full-time employment to stay in my home. Conquering this challenge with dignity can easily be met with some assistance of this Committee. Having worked for two decades to conserve financial resources by working in team settings to meet changing objectives, staffing vacant duties for targeted retirement arrangements and always volunteering to fill a void when needed, I do not feel as though this request is beyond what is reasonable and fair. The City’s mission statement on the East wall of Common Council Chambers states that each person that the City employs is “respected, developed, supported and valued.” For many reasons that I will not go into, this statement represents an objective that is impossible to meet given the current climate. As fiscal restraints require additional staffing shifts, I urge this Committee to be cognizant of the fact that effects on personnel occur long before resolutions appear on Human Resources Committee agendas. To maintain a positive work environment the effects of change needs to be minimized by using the most basic management tool, Communication. Thank you for your time.” Human Resources Committee Meeting May 22, 2003 Page 5 City Clerk Julie Holcomb clarified that the Clerk’s Office is embarking on a records management project, which includes an electronic document imaging system, and that the reconfiguration of the office has nothing to do with that project. 2. DPW – Streets & Facilities a. Request to Hire Automotive Mechanic Above Minimum Salary The Department of Public Works (Streets & Facilities) requested to hire an Automotive Mechanic above the minimum salary, at the rate of $10.50/hour. 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 that this item would be put on consent agenda. G. Directors’ Reports a. Grievances HR Director Michell-Nunn reported that a non-unionized employee submitted a grievance. According to the City Charter, when non-unionized employees submit a grievance, the Mayor must appoint a grievance board to hear the grievance. After discussion, Alderpersons Cogan and Hershey volunteered to be on the grievance board subject to the Mayor’s approval. Alderperson Blumenthal would be asked to serve on the grievance board. Mayor Cohen would appoint the grievance board and schedule a hearing. Ms. Michell-Nunn reported that a union submitted an appeal on a grievance. This grievance must come before the HR Committee. Ms. Michell-Nunn suggested that this Committee or a subset of this Committee review and hear the grievance prior to the next HR Committee meeting. H. Mayor’s Report Mayor Cohen stated that HR Staff member Leslie Moskowitz has started preparing for the Employee Picnic. The Employee Picnic will be held on Friday – September 19, 2003. Human Resources Committee Meeting May 22, 2003 Page 6 I. New Business 1. 1st Quarter Injury & Loss Report Employee Health and Safety Coordinator Andy Olmetti reviewed with the Committee the 1st Quarter Injury and Loss Report for 2003. Mr. Olmetti stated that since the City hired Travelers Insurance as the Workers’ Comp Carrier the reports generated are more detailed. The Committee reviewed the first quarter of 2003 Department Loss Costs, Accident Causes – Body Parts (what part of the body was injured; i.e. shoulders, knees, eyes, etc.) and Department Accident Causes (how injury occurred; i.e. falls, slips, cuts, strains, lifting, etc.) Mr. Olmetti stated that by reviewing the reports for each department a determination could be made on what safety training could be offered to lower the number of injuries. Mr. Olmetti reviewed the Yearly 1st Quarter Loss Comparison Report. The report showed the number of claims reported, the number of open claims and the incurred losses in actual dollars for the first quarter of 2001, 2002 and 2003. Mr. Olmetti stated that there has been a decline in the number of claims reported and in the actual dollar amounts for 2003. Ms. Michell-Nunn asked Mr. Olmetti what might be reasons for the decline in reported claims and the cost. Mr. Olmetti stated that one reason is employee conscientiousness. Employees are taking safety more seriously and supervisors are being more proactive in enforcing safety. Mr. Olmetti stated that all levels of City employees should be responsible and accountable for safety. Ms. Michell-Nunn stated that it is really important, especially now, to ensure that our workforce is educated in the proper safety procedures. The report shows the causes of the injuries. Employees need to be properly trained on how to lift, pull, and push so that these types of injuries are reduced. Currently, an employee out on worker’s comp could affect an entire department because our numbers are so limited. Ms. Michell-Nunn encouraged Common Council and the Mayor to stress that safety is a priority. The Committee thanked Mr. Olmetti for a job well done. Human Resources Committee Meeting May 22, 2003 Page 7 2. Possible Motion for Executive Session Alderperson Cogan made a motion to go into Executive Session to discuss the employment history of an individual and collective bargaining. Seconded by Alderperson Hershey. Motion carried 4-0. (Alderperson Blumenthal was absent from the vote.) After Executive Session, Chairperson Peterson reported that no action was taken. J. Old Business 1. City Administrator Local Law Chairperson Peterson stated that a copy of the draft legislation was included in the packet. Ms. Peterson stated that the Sub-Committee addressed the following sections: Section 2: City Administrator. a. Search Process: The Sub-Committee suggested that the appointment of the City Administrator be subject to a search committee process with five voting members, three Common Council members, the Mayor, a professional in government administration and the HR Director, who will serve as a non- voting member. The process would follow the search process for department heads listed in the City Charter. Language would be reviewed by the City Attorney’s Office. b. Appointment: The appointment would be a five-year contract and renewed upon satisfactory service. Compensation would be established periodically. Question raised: Can the Common Council appoint the Administrator or can only the Mayor make the appointment? City Attorney Norma Schwab stated that NYCOM and sources that she spoke to strongly advised that appointment power be given only to one single person as opposed to a body of individuals. The body could approve the appointment. Human Resources Committee Meeting May 22, 2003 Page 8 Chairperson Peterson stated that the original language tried to create a term that was staggered between Common Council members so that it would not be politically aligned. This section also included language about the Residency Requirement and that the City Administrator would be chosen primarily on the basis of executive and administrative qualifications with special consideration to actual experience. c. Removal Process. Common Council could remove the City Administrator at any time with a 2/3 vote of the total membership of Common Council. d. Powers and Duties: Duties listed are from the approved civil service job description. Performs work under the direction of the Mayor and Common Council. Supervises and oversees all city department heads. Alderperson Blumenthal arrived at 8:40 p.m. Alderperson Hershey made a motion to move the local law subject to the further language to be presented at the full Common Council by the City Attorney. Seconded by Alderperson Blumenthal. After discussion, Alderperson Hershey withdrew his motion and Alderperson Blumenthal withdrew her second. Questions raised and not resolved: Would supervising and overseeing all city department heads include the Mayor, the Police Chief and the City Attorney? Is the Mayor a department head? Is it necessary to keep the City Attorney an appointed/at will position? Should department heads appoint his/her deputies? City Attorney Schwab stated that language should be included to say, “there shall be a City Administrator.” Chairperson Peterson summarized the discussion as follows: a. Use the language of “shall be a City Administrator”; Human Resources Committee Meeting May 22, 2003 Page 9 b. Adjust language under the search process: describe thoroughly how the search committee is appointed; c. Under appointment: The City Administrator is appointed by the Mayor, subject to Common Council approval; d. Delete “except for the Chief of Police” under the department head appointments; e. Benchmark what similar communities do with a City Administrator. Who appoints the City Attorney? Who appoints the Chief of Police? f. Supervise and oversee all city department heads. Should this include the Mayor and City Attorney? Include some language about “except elected officials”; g. Add discussion about compensation for the City Administrator. The Committee will continue this discussion at next month’s meeting. Alderperson Blumenthal left at 9:45 p.m. 2. Managerial Leave Time The Committee reviewed the financial impact of giving additional annual leave days in lieu of a salary increase for the year 2003 for managerial employees hired prior to January 1, 2003. After discussion, Alderperson Cogan made a motion to approve the one-time increase of seven (7) annual leave days, which is equivalent to a 2.5% increase, for individuals covered by the Managerial Compensation Plan and that the seven (7) days be pro-rated in the event that such managerial staff person leave employment with the City before December 31, 2003 and that the additional leave be awarded only to managerial staff on the payroll as of January 1, 2003. Seconded by Alderperson Hershey. Motion carried 4-0. Alderperson Blumenthal was absent from the vote. K. Adjournment With no further business, the meeting was adjourned at 10:37 p.m.