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HomeMy WebLinkAboutMN-HRC-2000-10-23 HUMAN RESOURCES COMMITTEE Regular Meeting October 23, 2000 Committee Members Present: Paulette Manos, Ed Hershey, Pat Vaughan, Josh Glasstetter, Joan Spielholtz Ad-Hoc Members Present: Schelley Michell-Nunn (HR Director), Alan J. Cohen (Mayor) Staff Present: Dominick Cafferillo (Controller), Sam Cohen (Youth Bureau Director), Alice Green (Deputy Youth Bureau Director), Norma Schwab (City Attorney), Brian Wilbur(Fire Chief), Tom Dorman (Deputy Fire Chief), Marcia Lynch (Volunteer Coordinator), Denise Malone (Administrative Secretary) Chairperson Manos called the meeting to order at 7:07 pm. A. Agenda Review, Approval of Minutes &Announcements Chairperson Manos stated that the following items have been added or changed on the agenda: add Item E-3— Personnel Item - DPW; add item J-3— New Business— Human Resources Committee meeting — December 2000; ; change K—Motion to enter into Executive Session to discuss early retirement of specific individuals; and L -Adjournment. The Committee reviewed the minutes from the August meeting. Alderperson Glasstetter made a motion to approve the minutes from the August 28, 2000 meeting. Seconded by Alderperson Hershey. Motion carried 3-0 (Alderpersons Vaughan and Spielholz were absent from vote). YB Director Cohen asked that another item be added to the agenda. Chairperson Manos stated item E-1 should be changed to 5 position requests. B. Employee Comments & Response. None. C. Chairperson's Report. None. D. Sub-Committee Reports 1. City Administrator Alderperson Hershey stated that John Gutenberger's Sub-Committee is examining internal City structure. Alderperson Hershey asked the Dean of the ILR School at Cornell University for assistance in finding someone on campus that would be interested in volunteering to Human Resources Committee Meeting October 23, 2000 Page 2 gather data relative to the current situation in the City and to talk with Human Resources and customers (those who do business with the City) to try and gauge how effective or ineffective the current structure is and where the weaknesses are. Due to the sensitivity of the issue and their connection with the City, the Sub-Committee felt an outside group would be more objective gathering the information. The Dean of the ILR School will look into it but does not think anything would happen before February 2001. Alderperson Hershey stated that another group of this Committee has been looking at some of the comparative areas with other jurisdictions, but due to budget meetings their work has been delayed. Alderperson Hershey stated that realistically the Sub-Committee would be unable to recommend anything until spring 2001. E. Personnel Items 1. Youth Bureau a. Request to Increase Hours of the Youth Development Program Leader Position The Youth Bureau is requesting to amend the personnel roster by increasing the hours of Youth Development Program Leader Kevin Thompson from 17 hours/week to 22 hours/week. After discussion, Alderperson Vaughan made the motion approve the request. Seconded by Alderperson Glasstetter. Motion carried 5-0. b. Request to Reclassify Recreation Leader Position The Youth Bureau is requesting to amend the personnel roster by reclassifying the position of Recreation Leader to Administrative Assistant. After discussion, Alderperson Vaughan made the motion to approve the request. Seconded by Alderperson Glasstetter. Motion carried 5-0. c. Request to Assign Recreation Facilities Manager Position to the City Executive Association The Youth Bureau is requesting to assign the Recreation Facilities Manager position to the City Executive Association. After discussion, Alderperson Spielholz made the motion to approve the request. Seconded by Alderperson Vaughan. Motion carried 5-0. d. Request to Add Recreation Coordinator Position The Youth Bureau is requesting to amend the personnel roster by adding the position of Recreation Coordinator. After discussion, the Committee decided that this item should be tabled and addressed in Executive Session due to the Human Resources Committee Meeting October 23, 2000 Page 3 connection with the early retirement request being discussed later in Executive Session. e. Request to Add Receptionist Position The Youth Bureau is requesting to amend the personnel roster by adding the position of Receptionist.. YB Director Cohen stated that the salary is contingent upon review by the Human Resources Department. After discussion, Alderperson Vaughan made the motion to approve the request. Seconded by Alderperson Hershey. Motion carried 5-0. 2. Fire Department a. Request to Create Two (2)Temporary Positions The Fire Department is requesting to amend the personnel roster by creating two (2) temporary positions—one (1)Assistant Fire Chief and one (1) Fire Lieutenant. After discussion, Alderperson Hershey made the motion to approve the request. Seconded by Alderperson Spielholz. Motion carried 5-0. b. Request to Reclassify Volunteer Coordinator Position The Fire Department is requesting to amend the personnel roster by reclassifying the position of Volunteer Coordinator to Director of Development. After discussion, Alderperson Vaughan made a motion to reclassify the position as requested and to put the new position of Director of Development at Grade 3 in the City Executive Association. Seconded by Alderperson Glasstetter. Motion carried 5-0. 3. Department of Public Works a. Request to Reclassify Maintenance Worker Position DPW is requesting to amend the personnel roster by reclassifying the position of Maintenance Worker to Custodial Worker. After discussion, Alderperson Vaughan made the motion to approve the request. Seconded by Alderperson Spielholz. Motion carried 5-0. F. Work Environment Task Force. None. Human Resources Committee Meeting October 23, 2000 Page 4 G. Director's Report 1. Human Resources Director's Report a. Sexual Harassment Training HR Director Michell-Nunn stated that sexual harassment training would begin by the end of the year. b. Diversity Recruitment and Retention HR Director Michell-Nunn stated that local agencies in Ithaca and the surrounding communities have made an effort in the area of diversity recruitment and retention. One of the initiatives that started last month was First Fridays, which creates an avenue for people of color to come together and network. This even is not exclusive to people of color, but it is to promote or foster networking. Ms. Michell-Nunn mentioned that she attended First Friday and was approached by individuals who are interested in employment with the City. Ms. Michell-Nunn will try to send out information regarding this event to the Committee. H. Mayor's Report. None. >> I. Old Business. None. J. New Business 1. Residency Requirement As HR Director Michell-Nunn distributed copies of"Section 90-67 —Article X: Employee Residency Requirements" from the Charter, City Attorney Norma Schwab stated that the Committee should only discuss the general ramifications and implications surrounding residency requirements. Any discussion surrounding specific individuals would need to be discussed in Executive Session. Mayor Cohen stated that a number of discussions have taken place involving himself, the HR Director and the City Attorney to address the issue of residency. The code requires residency and it specifically lists certain positions. Mr. Cohen stated that the reason he wanted to bring this item to the Human Resources Committee is because he needs a clearer statement of policy from Council on how to handle this requirement. HR Director Michell-Nunn stated that this is a requirement that either needed to be enforced or done away with. Ms. Michell-Nunn stated that there are a number of options. The City can enforce it. The City can grandfather people who are already employed or the City can allow time for the affected employees to move into the City. Human Resources Committee Meeting October 23, 2000 Page 5 Alderperson Hershey asked what is being asked of this Committee. Mayor Cohen stated that the requirement in the Ordinance is not as clear-cut as one might imagine. He mentioned a case law in NYS that might affect this ordinance. Mayor Cohen states that there is ambiguity, so he is seeking clarification from a legal and policy perspective before he continues with this issue. The Committee discussed the policy, when the policy was adopted, the definition of residency/domicile, the positions that were affected, why some positions were exempt, how to handle employees who were hired (or moved out of the City) after this policy was adopted, whether this ordinance is being enforced, how to address this ordinance when an employee is promoted, and whether to grandfather in employees that are currently employed. The Committee decided to continue the residency requirement of specific individuals portion of the discussion in Executive Session. 2. Professional Fees for Legal Department City Attorney Schwab stated that for lawyers to maintain their license and registration card, they are required to get 24 CLE (Continuing Legal Education) credits within a two- year period. Ms. Schwab is asking the City if they would be willing to pay for the CLE. To do this, the governing body has to pass a local law, which includes CLE reimbursement as part of compensation. The City could pay up to a certain dollar amount per year to reimburse for CLE and that would be part of the lawyer's compensation. The courses would have to be a benefit to the City or topic related to City employment. Any extra cost cannot be considered. After discussion, Alderperson Vaughan made a motion that a local law be passed to reimburse licensed attorneys employed by the City of Ithaca up to a maximum of$200 per year per person on reimbursed expenses for CLE (Continuing Legal Education) provided that the money is allocated within the department's budget. If less than full- time, the amount would be pro-rated. Seconded by Joan Spielholz. Motion carried 5-0. 3. Human Resources Committee Meeting — December 2000 Chairperson Manos stated that the December meeting is scheduled for December 25th Chairperson Manos asked if there was a preference on which day to hold that meeting. After discussion, the Committee agreed on Monday— December 18, 2000 at 7:00 p.m. in the Common Council Chambers. K. Motion to Enter into Executive Session to Discuss Early Retirement of Specific Individuals At 9:00 p.m. Alderperson Vaughan made a motion to enter into Executive Session to discuss the employment of a specific individual, the early retirement and residency of specific individuals. Seconded by Alderperson Hershey. Motion carried 5-0. Human Resources Committee Meeting October 23, 2000 Page 6 After Executive Session, the Committee took the following actions: 1. Request to Approve 2000 NYS Retirement Incentive Program Participants Alderperson Hershey made a motion to approve the Request of the 2000 NYS Retirement Incentive Program Participants. Seconded by Alderperson Vaughan. Motion carried 5-0. 2. Residency Requirements Alderperson Hershey made a motion to grant Common Council the right to waive residency requirement for employees who are identified as Public Officers pursuant to a super majority vote. Seconded by Alderperson Vaughan. Motion carried 5-0. L. Adjournment On a motion by Alderperson Vaughan, the meeting was adjourned at 9:55 pm.