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HomeMy WebLinkAboutMN-CA-2005-10-01CITY ADMINISTRATION (CA) COMMITTEE Regular Meeting October 26, 2005 Members Present: Alderperson Coles, Alderperson Zumoff, Alderperson Townsend, Alderperson Cogan, Mayor Peterson Members Excused: Alderperson Berry Staff Present: Debra Parsons (City Chamberlain), Julie Holcomb (City Clerk), Leslyn McBean- Clairborne (Deputy GIAC Director), Cassandra Nelson (GIAC Prgm Coordinator), Steve Thayer (Controller), Scott Andrew (Deputy Controller), Schelley Michell - Nunn (HR Director), Denise Malone (HR Executive Assistant) Others Present: Members of the Workforce Diversity Committee, Members of the Media, Members of the Public Vice Chairperson Coles called the meeting to order at 7:10 p.m. A. Greeting and Opening Statement Vice Chairperson Coles welcomed everyone to the meeting and explained the evacuation procedures. B. Agenda Review and Amendments, Approval of Minutes & Announcements There were no announcements or amendments to the agenda. Alderperson Cogan made a motion to approve the minutes from the September 28, 2005 meeting. Seconded by Alderperson Townsend. Motion carried 4 -0. C. Statements from the Public. None. D. Employee Comments. None. E. Common Council Response. None. City Administration Committee October 26, 2005 Page 2 F. Workforce Diversity Committee (WFD) Update Vice Chairperson Coles invited the WFD Committee members to speak before the Committee. Marcia Fort (WFD Committee Chair) and Nancy Bereano (WFD Committee member) introduced themselves. Ms. Fort spoke about the work the WFD Committee is doing and how it relates to the budget for the HR Department. The WFD Committee has been working on putting recommendations together having to do with the hiring process for the City of Ithaca, including recruitment, interviewing, retention and promotion. After talking with the HR Director regarding her budget submission for 2006, the members of the WFD Committee wanted to come before the CA Committee to express their support for the fine but challenging work that the staff of the HR Department has and continues to do for the workforce. The WFD Committee supports and understands the need for additional funds for the staff development line and the need for development of City employees. The WFD Committee believes that $10,000 is not enough to address what is needed. The Committee asks that funds be included in the HR Department budget for the unfunded Education and Training Coordinator. In talking about the training needs, the WFD Committee was concerned about how that would happen. Currently, the HR Department staff fulfills some of the training needs even though they were not hired to do so. The HR Director has discussed with the WFD Committee the needs as it relates to both education and training opportunities that would be mandated and also needed. The Committee wanted to come and express their concerns and hope that the CA Committee would be supportive of the HR Department and the employees of the City of Ithaca. Ms. Bereano stated that in her experience the HR Department has often been viewed as the clerical, paper pushers of organizations. It is the job of the HR Department to see that rules are followed, that people are hired, that time cards are turned in appropriately, etc. If there is a glitch or a crisis, people go to the HR Department. Diversity in the City is infinitely greater and more complex than is shown in the current workforce for the City. And, this set of demographic trends, from every indication of people who study these things, is only going to continue. It is going to become more diverse. The HR Department has the two fold responsibility of both seeing to it that the diversity that exist in the population at large is reflected in some reasonable way in the people who are paid to serve the population living in the City and that all City employees regardless of their specific diversity are educated appropriately. Not only in what the law is or what is mandated but also in ways of working cooperatively and effectively with people who come from different backgrounds, have different kinds of training, different values, different expertise and ways of doing things, and bring City Administration Committee October 26, 2005 Page 3 different things to the workforce. Studies have shown that if you have a diverse workforce where you encourage the inclusion of many different kinds of people and you respect and honor their diversity so that everyone is not expected to fit a single mode that the efficiency level and the productivity level of that workforce increases exponentially. Even though Ms. Bereano was unable to speak toward the budgetary needs for training within the HR Department, there is no way that people who were not hired as trainers are capable of doing the kind of training, in addition to their jobs, that they were hired to do, to meet the needs of creating and supporting an increasingly diverse workforce. And the City would suffer for it in the long term. The Committee thanked Ms. Fort and Ms. Bereano for their comments. Alderperson Townsend invited them to stay for the upcoming budget meeting and to share their comments with other Common Council members. G. Human Resources (HR) Department 1. Director's Report: HR Director Michell -Nunn reported on the following: Staff Development: HR Director Michell -Nunn thanked Marcia Fort and Nancy Bereano for their support. Ms. Michell -Nunn stated that in the Mayor's proposed budget, the HR Department was approved for $3,000 in the staff development account line. Ms. Michell -Nunn requested that the amount be increased by $7,000, to $10,000. It is critical to focus on, and have a strong development program for, supervisors because the reality is that the employer is liable for behaviors perpetrated by the supervisors. If the City does not take the time to ensure that its representatives have the appropriate information and education surrounding how to behave in the work environment, the City would be clearly responsible. If the City does take the time and due diligence in making sure that these policies are in place, that these policies have been communicated to its representatives, and that its representatives have been educated and trained on these policies, this would reduce the City's liability or eliminate the City's exposure in the unfortunate incidence if something were to occur. In addition, it is not just about liability and compliance, it is also about creating a work environment where the City provides the tools and resources that support what the City has on paper. What the City puts on paper regarding its mission, its values, its diversity statement, its code of ethics, the City has to create or set up the systems that will allow the workforce to perform in the manner in which the City expects them to perform. City Administration Committee October 26, 2005 Page 4 H. Finance /Controller 1. Controller's Report. Controller Thayer reported on the following: Overtime Cost: Remains higher than budgeted, around $300,000. Sales Tax: Doing well. Projected about $700,000 above 2005 budget. Can cover some of the overages. Fine Revenue: Still under budget about $400,000 - $500,000. Parking Revenue: Still short about $140,000. Fuel Cost: Will be over budget about $70,000. Utility Cost: Okay at this time. 2. Update on NYSEG Solutions Acceptance of Variable Rate Pricing The Controller's Office requested approval for the execution of an agreement for natural gas supply pursuant to public bid conducted by the Municipal Electric and Gas Alliance (MEGA) as the consultant of the City of Ithaca. The conditions, price, duration and term, purpose and objective, manner and extent of payments, organizational structure and manner in which personal property shall be acquired, managed and disposed of, are set forth in the Agreement. After discussion, Alderperson Coles made a motion that the city of Ithaca may participate in the cooperative agreements to procure services and products described in the Agreements and that the Mayor is hereby authorized and directed to execute the subject contract on behalf of the City of Ithaca. Seconded by Alderperson Cogan. Motion carried 4 -0. I. Fire Department 1. Temporary Reduction in Hours - Financial Clerk The Fire Department requested that the hours for the Financial Clerk position be reduced from 40 hours per week to 27.5 hours per week. After discussion, City Administration Committee October 26, 2005 Page 5 Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Townsend. Motion carried 4 -0. J. Reports 1. Mayor's Report: The Mayor reported on the following: Parking The Board of Public Works continues to discuss the parking rates for the garages in the City. The next meeting is November 2. A lot of ideas have been promoted and discussed. Energy Reduction Plans: The Mayor is actively collecting energy reduction plans from various departments. Green Garage Construction: There have been on -going meetings and discussions with staff from various City departments about the Green Garage construction and how the design should look and be put together. 2. Sub- Committee Updates. None. 3. Council Members' Announcements Vice Chairperson Coles expressed her concerns about the number of dead American soldiers in Iraq, which has exceeded the 2000 mark. There is a vigil being held in Ithaca, as there are all over the country. Recently, she visited the Eyes Wide Open exhibit in Ithaca with her granddaughter. They walked the pews where all the boots were resting. There was a place in the church where a flight of steps were densely covered with shoes of all sizes and colors. It looked like a river descending on them. At that point, her granddaughter broke down and cried. The barriers are so elaborately erected that we failed to understand that in those shoes had once been real, warm, and living human beings. Tonight, Alderperson Coles expressed her concerns in hopes that the barriers would be broken again here for us. 4. Next Month's Meeting: November 30, 2005. City Administration Committee October 26, 2005 Page 6 K. Adjournment With no further business and on a motion by Alderperson Cogan, the meeting was adjourned at 6:40 p.m.