Loading...
HomeMy WebLinkAboutMN-HRC-2003-07-28HUMAN RESOURCES (HR) COMMITTEE Regular Meeting July 28, 2003 Members Present: Alderperson Peterson, Alderperson Blumenthal, Alderperson Cogan, Acting Mayor Patricia Pryor Members Excused: Alderperson Hershey, Alderperson Mack Staff Present: Schelley Michell-Nunn (HR Director), Marcia Fort (GIAC Director), Nancy Oltz (Mgr of Operations & Maintenance), Larry Fabbroni (Asst Superintendent), Denise Malone (Administrative Secretary) Others Present: Members of the Media Chairperson Peterson called the meeting to order at 7:13 p.m. A. Agenda Review, Approval of Minutes & Announcements Chairperson Peterson stated that item J.4 – Proposal on Employees on City Boards and Commissions would be added to the agenda. The Committee reviewed the minutes from the April 2003, May 2003 and June 2003 meetings. After discussion, Alderperson Blumenthal made a motion to approve the minutes from the April 28, 2003, May 22, 2003 and June 24, 2003 meetings with minor editorial changes. Seconded by Alderperson Cogan. Motion carried 3-0. There were no announcements. B. Employee Comments & Common Council Response. None. Human Resources Committee July 28, 2003 Page 2 C. Chairperson’s Report Chairperson Peterson reported that she and Alderperson Pat Pryor met with Cathy Valentino regarding the Town’s offer to help fund a Firefighter’s position. Ms. Peterson stated that a meeting would be held in the future between the Town and the City to discuss this offer. D. Affirmative Action Advisory Committee Update AAAC Co-Chair Marcia Fort stated that there was no meeting held in the month of July and there would be no meeting for the month of August. The next meeting would be Friday – September 19, 2003 at 9:00 a.m. E. Sub-Committee Updates. None. F. Personnel Items 1. Department of Public Works (TCAT) a. Request to Amend Personnel Roster The Department of Public Works (TCAT) requested to amend the Personnel Roster by adding two (2) full-time Bus Drivers. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Blumenthal. Motion carried 3-0. The Committee discussed the hourly rate for these two positions. After discussion, Alderperson Blumenthal made a motion to approve the salary for the two Bus Driver positions at $10.32/hour. Seconded by Alderperson Cogan. Motion carried 3-0. 2. Greater Ithaca Activities Center (GIAC) a. Request to Amend Personnel Roster The Greater Ithaca Activities Center requested to amend the Personnel Roster by reducing the hours of the Administrative Secretary position from 40 hours/week to 20 hours/week and increasing the hours of the Senior Human Resources Committee July 28, 2003 Page 3 Typist position from 20 hours/week to 35 hours/week. After discussion, Alderperson Blumenthal made a motion to approve the request. Seconded by Alderperson Cogan. Motion carried 3-0. 3. Department of Public Works (W&S) a. Staffing Levels and Work Effort (Update) Assistant Superintendent Larry Fabbroni stated that he is updating the Committee on the staffing levels and work efforts of the Department of Public Works Water & Sewer Division. The Committee reviewed the memo and an updated succession plan submitted by Mr. Fabbroni. Mr. Fabbroni explained the re-organization of the Water & Sewer Department that would ensure succession planning. After discussion, the Committee thanked Mr. Fabbroni for the update and encouraged him to proceed. G. Directors’ Reports Human Resources Director Schelley Michell-Nunn made the following reports: 1. Smoking Policy HR Director Michell-Nunn reported that the City Attorney’s Office would bring forth a resolution to replace the City’s Smoking Policy by adopting the New York State Smoking Policy. 2. Traveler’s Insurance/Workers’ Comp HR Director Michell-Nunn reported that a representative from our Worker’s Comp Carrier, Traveler’s Insurance, will make a presentation to Senior Staff on August 8th about the Return to Work program. 3. HR Guidelines for Employee Communications During This Years Budget Process HR Director Michell-Nunn reported that as a follow up to the recommendations from the Budget & Layoff Sub-Committee, the HR Department has taken a proactive approach in supporting the department heads and employees by Human Resources Committee July 28, 2003 Page 4 prioritizing communications. To accomplish this task, the HR Department developed a communication strategy that will be used to inform the employees of what is happening during the budget process and to solicit their input. The HR Department will provide guidelines and tools to department heads and deputies in working with their employees. Alderpersons Blumenthal and Peterson commended this effort. 4. Process Mapping HR Director Michell-Nunn reported that an Organizational Manual will be developed that would include standard operating procedures. H. Mayor’s Report Acting Mayor Patricia Pryor reported that the results are available from the Police Chief Exam. I. New Business 1. Retirement Salary Adjustment Chairperson Peterson stated that a managerial employee has requested a salary increase due to approaching retirement. The raise, if granted, would be effective July 1, 2003. After discussion, the Committee suggested that this request be discussed at Senior Staff to get parameters, that the employee making the request be present at the next HR Committee meeting and that more information be provided about the number of employees who intend to retire without the incentive and the date they will retire. 2. Livable Wage Chairperson Peterson stated that employees have contacted Common Council members saying that he/she was not making the livable wage. This happened after the livable wage resolution was passed. Chairperson Peterson reported that Controller Steve Thayer has reviewed all salaries below $8.68/hour. The Committee requested that a copy of the Controller’s analysis be distributed to Common Council members. Human Resources Committee July 28, 2003 Page 5 J. Old Business 1. Flexible Spending Account Increase Amendment HR Director Michell-Nunn stated that the HR Committee passed this resolution last month but the date was not included. The new rate for the Flexible Spending Account would be effective January 1, 2004 and would be reflected in this resolution. After discussion, Alderperson Cogan made a motion to approve the amendment. Seconded by Alderperson Blumenthal. Motion carried 3-0. The Committee agreed that this item would be put on consent agenda. 2. City Administrator Local Law The Committee discussed the Local Law and whether to move it on to Common Council. The majority of the members present expressed concern about moving the City Administrator Local Law at this time. After discussion, Chairperson Peterson read the resolution that she drafted. It reads as follows: “Whereas, in April 2000 a subcommittee of the Human Resources Committee was charged with studying whether the city is administered as effectively and efficiently as possible and whether there might be ways of improving administrative coordination and communication, and Whereas, on December 5, 2001, the Common Council accepted the June 28, 2001 report of the subcommittee that recommended the creation of the position of City Administrator and that stated "It is apparent that the scale and complexity of administrative activity necessary to maintain Ithaca's infrastructure and public services has grown beyond the capabilities of the current government structure," and Whereas, the report also recommended that the City Administrator be in place by January 1, 2003, in order for the person to have a full year working with the current Common Council and the mayor before a "complete turnover" in elected officials occurs after the 2003 elections, and Whereas, that preferred deadline has now passed, and Human Resources Committee July 28, 2003 Page 6 Whereas, a previous local law establishing the position of City Administrator needed amending, and Whereas, a subcommittee of the current Human Resources Committee has been working diligently to create language for a local law establishing the position of City Administrator, and Whereas, there are still a number of outstanding issues and concerns that still need further Common Council discussion and agreement, including: which department heads the City Administrator shall appoint; who shall appoint the City Attorney; a clear understanding of what the Mayor's job responsibilities are if there is a City Administrator; concurrent review of portions of the city charter for related inconsistencies; a comprehensive analysis of government and organizational structure, and Whereas, it seems there is divided opinion in the community about the need for such a position, especially in these tight fiscal times, and Whereas, it is desirable to have "a full airing of the issues," as stated in the report, which should include more community discussion so that the voters, who have the ultimate say on the position, can be well-versed in the concepts behind the creation of the City Administrator position, and Whereas, there is not sufficient time for Common Council to resolve the number of issues and concerns that need exploration and discussion given the deadlines for this matter to be placed on the ballot for a referendum vote in November 2003, and Whereas, there is no funding available for this position in the 2004 budget, now therefore be it” Chairperson Peterson stated that she was unsure what to write as the resolve. After discussion, Alderperson Blumenthal made a motion to move the resolution with the following resolve: “Resolved, that the Local Law be postponed for Commo n Council deliberations in 2004.” Seconded by Alderperson Cogan. Motion carried 3- 0. Alderperson Blumenthal offered to make the changes to the resolution since it was a rough draft. Human Resources Committee July 28, 2003 Page 7 The Committee discussed the Local Law. Alderperson Cogan made a motion to move on to Common Council the accompanying Local Law regarding appointment of deputies and members of the Police Department. Seconded by Alderperson Blumenthal. Motion carried 3-0. 3. Possible Executive Session to Discuss Collective Bargaining and Grievances. None. 4. Proposal on Employees Serving on City Boards and Commissions The Committee reviewed and discussed the Budget and Administration Committee’s recommendations for a policy on employees serving on City Boards and Commissions. K. Adjournment With no further business, Alderperson Cogan made a motion to adjourn the meeting at 10:30 p.m.