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HomeMy WebLinkAboutMN-HRC-2002-01-28 HUMAN RESOURCES COMMITTEE Regular Meeting January 28, 2002 Members Present: Carolyn Peterson, Susan Blumenthal, Ed Hershey, Peter Mack, Dan Cogan Staff Present: Schelley Michell-Nunn (HR Director), Alan J. Cohen (Mayor), Steve Thayer (Deputy Controller), Andy Olmetti (Hlth & Safety Coordinator), Leslie Moskowitz (Mgr of OD), Phyllis Radke (Bldg Commissioner), Julie Holcomb (City Clerk), Debra Parsons (City Chamberlain), Rick Ferrel (Asst Supt - S&F), Denise Malone (Administrative Secretary) Chairperson Peterson called the meeting to order at 7:00 p.m. A. Agenda Review, Approval of Minutes & Announcements Chairperson Peterson welcomed the members to the committee. Alderperson Hershey stated that "Reports" in item D. Sub-Committee Reports should be changed to "Updates" since the original Sub-Committees for these items are no longer in existence. Chairperson Peterson stated that the resolution for E.2 has been distributed and item H.1 - Safety Program will be presented after item 1.1 - Work Environment Task Force Overview. The Committee reviewed the minutes from the November 2001 meeting. Alderperson Blumenthal asked that the motion for H.1 - Position Review Committee be corrected to: Ayes: 2 (Farrell, Manos); Nays: 2 (Hershey, Vaughan). After discussion, Alderperson Hershey made a motion to approve the minutes from the November 26, 2001 meeting as amended. Seconded by Mayor Cohen. Motion carried 3-0. (Alderpersons Mack and Cogan absent from vote.) B. Employee Comments & Response. None. C. Chairperson's Report Alderperson Peterson stated that due to the committee having four new members that there would be items on the agenda to update the new members on past issues. Human Resources Committee January 28, 2002 Page 2 b. Sub-Committee Updates 1. City Administration Alderperson Hershey stated that he and Alderperson Manos would in the future draft a summary of their work and submit it to the Human Resources Committee. Should the City Administrator position be created, Common Council would like to fill the position by January 1, 2003. This would allow the City Administrator to work with the existing Mayor and Common Council for a one-year period. Human Resources Director Michell-Nunn stated that a job description would be created for the City Administrator position. If the responsibilities of this position diminish the powers and duties of the Mayor and Common Council, then there would be a need to call for a referendum. Should this happen, the City Attorney will be included in the process. The Sub-Committee will report to Chairperson Peterson. 2. Residency Requirement Chairperson Peterson stated that the residency requirement was passed by Common Council, but was vetoed by the Mayor. Being vetoed by the Mayor, the residency requirement in the charter stands as written. The Committee discussed the residency requirement and the next step. The Mayor and Human Resources Committee members will work together to resolve any concerns regarding the residency requirement, with Alderperson Peterson chairing the meetings. E. Personnel Items 1. Building Department a. Request to Reassign Deputy Building Commissioner Position, The Building Department requested to reassign the Deputy Building Commissioner to the Managerial Compensation Plan at salary grade 4. After discussion, Alderperson Hershey made a motion to approve the request. Seconded by Alderperson Blumenthal. Motion carried 5-0. _ Human Resources Committee January.28, 2002 Page 3 b. Request to Adjust Salary for the Deputy Building Commissioner The Building Department requested to adjust the salary of the Deputy Building Commissioner from $57,289 to $60,857. After discussion, Alderperson Hershey made a motion to approve the request. Seconded by Alderperson Blumenthal. Motioned carried 5-0. 2. Chamberlain's Office a. Request to Amend Personnel Roster The Chamberlain's Office requested to amend personnel roster by deleting one (1) Office Manager and adding one (1) Fiscal Manager. The Fiscal Manager would be assigned to the Executive Association at salary grade B of the Executive Unit Compensation Plan. After discussion, Alderperson Blumenthal made a motion to approve the request. Seconded by Alderperson Cogan. Motion carried 5-0. 3. City Clerk's Office a. Request for Temporary Reduction in Hours - Deputy City Clerk The Clerk's Office requested to temporarily reduce the hours of the Deputy City Clerk from 40 hours/week to 24 hours/week. The reduction in hours would occur from January 21, 2002 to May 3, 2002. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Blumenthal. Motion carried 5-0. b. Request to Appoint Acting Deputy City Clerk The Clerk's Office requested to appoint Sarah Myers as Acting Deputy City Clerk to serve on an "as needed" basis from January 21, 2002 to May 3, 2002 to ensure the continuation of prompt services to staff and the public. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Hershey. Motion carried 5-0. Human Resources Committee January 28, 2002 . Page 4 4. Department of Public Works (Streets do Facilities) a. Request to Amend Personnel Roster The Department of Public Works (Streets di Facilities) requested to amend the personnel roster by deleting four (4) Truck Drivers FT (two in the Highway Division; two in Parks and Forestry)and adding one (1) Motor Equipment Operator FT(Highway Division); three (3) Maintainers FT (one in the Highway Division; two in Parks and Forestry). After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Hershey. Motion carried 5-0. 5. Human Resources Department a. Request to Amend Personnel Roster The Human Resources Department requested to amend the personnel roster by deleting one (1) Deputy Director of Human Resources (27 hours)and adding one (1) Human Resources Associate (25 hours). After discussion, Alderperson Blumenthal made a motion to approve the request. Seconded by Alderperson Cogan. Motion carried 5-0. F. Directors' Reports. None. 6. Mayor's Report. None. H. New Business 1. Safety Program, This item will be considered with the Work Environment Task Force Overview. 2. Unacceptable Behavior Procedure City Clerk Holcomb and City Chamberlain Parsons stated that there is a growing need for security precautions. The Administrative Support staff and Senior Staff Human Resources Committee January.28, 2002 Page 5 have expressed concerns about people exhibiting threatening behaviors in the workplace (whether on the phone or in person), at meetings and in the field. After discussions with the Support Staff and Senior Staff regarding their concerns, a Committee was formed. This Committee drafted wording for signage that would be posted throughout all of the City's buildings. The signage would clearly explain what are unacceptable behaviors (i.e. yelling, cursing, threatening language/behavior, etc.) and that "individuals exhibiting these behaviors will be asked once to stop. If these behaviors continue, the individual will be asked to leave (or hung up on)and to come back when he/she will act appropriately." Ms. Holcomb stated that this Committee has worked with the Mayor's Office in developing a telephone script and an Incident Report form. The Incident Report form would be completed to document incidents of unacceptable behaviors. The Mayor has stated to the Support Staff that he would support them in any future actions if they consistently follow the rules/procedures on how to deal with people who exhibit unacceptable behaviors. Employees would be trained in how to deal with emotionally disturbed people and conflict management. Training would include role-playing different situations, including face-to-face interactions. Currently, there are four (4) proposed training dates for City Staff. Ms. Parsons stated that this would provide a consistent outline for employees to use so that when faced with someone who has behaved badly to them the employee knew the guidelines to follow and how to react. Ms. Holcomb and Ms. Parsons are asking Common Council for support and approval of the draft to continue with printing/distributing the telephone scripts, incident reports and signage (hanging in building)and proceeding with the training. The training would be available not only to employees but also to Common Council members. After discussion, Chairperson Peterson stated that she would make a report at the Common Council meeting. This would give visibility to the public. The Committee thanked Ms. Holcomb and Ms. Parsons for their report. Hunan Resources Committee January 28, 2002 Page 6 3. Inclement Weather Policy HR Director Michell-Nunn stated that the City needs a documented policy surrounding inclement weather. Questions have arisen on the procedures employees should follow when unable to come to work when a state of emergency has been called. Should an employee use his/her own leave time to cover the loss day? The Policy Improvement Team has drafted a policy for Emergency Closings. Mayor Cohen expressed concerns regarding this draft. After discussion, the consensus of the Committee was for Mayor Cohen to meet with the Policy Improvement Team to share his concerns and to return with a revised policy. 4. Charter Language Affecting Personnel HR Director Michell-Nunn stated that the Charter should be reviewed and updated to reflect changes (new positions and/or departments). The new positions (and the appointing authorities for these positions) need to be added to the Charter. A Sub-Committee will be formed to address this issue. 5. Proposed Retreat Fire Chief Brian Wilbur and Superintendent of Public Works Bill Gray wrote a letter to members of Common Council asking whether a joint retreat between department heads and Common Council would be valuable, important and feasible. If so, three department heads would meet with three Common Council members to structure some sort of retreat. After discussion, Alderperson Blumenthal and Chairperson Peterson volunteered to meet with the department heads. I. Old Business 1. Work Environment Task Force (WETF) Overview HR Director Michell-Nunn stated that in 1998 there was a series of incidents occurring in the workplace that came to light. As a result of that Common Council felt very strongly of looking at and improving the work environment. Common Human Resources Committee January 28, 2002 Page 7 Council appointed a Work Environment Task Force consisting of Common Council members, Senior Staff and frontline employees. The WETF met to plan how they would assess and understand what was happening in the workforce. Consultants from Cornell University were hired to assist the WETF in designing and creating a survey that would involve the workforce. Employees designed and administered the employee survey. There was a 68% response rate. Employees were allowed to analyze the data with the consultants. As a result of that process, recommendations were forwarded to the WETF. The WETF passed these recommendations to Common Council. There were three (3) areas of focus: 1) Oppression and Intimidation, 2) Health and Safety, and 3) Supervision and Discipline. These were identified as areas that needed to be addressed. As a result of these areas being identified, the WETF recommended four (4) improvement teams be formed: 1. Communication Improvement Team (CIT). This team focuses on looking at and improving the communications within the City. 2. Policies/Procedures Improvement Team (PIT). This team identifies existing policies that the City has that are not documented and are documenting them and are identifying policies that the City doesn't have and need to have. Common Council has passed the Flexible Work Schedule developed by this Committee. 3. Education and Development Improvement Team (EDIT). This team focuses on a Citywide comprehensive training program. 4. Performance Improvement Team (PIP). This team focuses on employee feedback. This is where the performance evaluation and performance management system come in. The team is not active yet. The Sexual Harassment policy has been updated and most of the workforce has been trained. Manager of Organizational Development Leslie Moskowitz has put together a condensed version for Common Council and other board members. For i Human Resources Committee January 28, 2002 Page 8 the last year, the City has been working with the Town of Ithaca and Tompkins County on supervisory development training. A Wellness Committee has been formed and is operational. The Human Resources Department Staff is working on an Orientation Program to be rolled out May 1, 2002 and revising the HR Manual. A City-wide Vision, Mission and Values Statement has been created and distributed to all departments. Each department would receive their own data from the results of the WETF survey. Departments are currently meeting with the consultants and reviewing their data. Action teams are being formed in departments to specifically focus on their needs. There were specific recommendations for Common Council: 1) take a job for a day; 2) visits to worksite. Common Council will get progress reports from these City- wide teams as well as the department teams. The WETF was also concerned about Health and Safety issues within the City. Andy Olmetti was hired as the Employee Health and Safety Coordinator. Mr. Olmetti stated that he is in the process of developing an effective health and safety program citywide "that reduces the accident/injury frequency amongst city employees through a series of objectives. In meeting these objectives, the City will experience a significant reduction in their accident/injury rate,while reducing the cost of workers' compensation insurance." Mr. Olmetti is working on an Employee Safety Guidebook to provide City employees with a pocketsize guidebook referencing minimal safety practices that should be followed. Training would be provided for employees on safety issues. A Safety Committee will be created consisting of frontline employees and management. The responsibility of this Committee is to develop and resolve health and safety matters. After discussion, the Committee thanked Ms. Michell-Nunn, Mr. Olmetti and Ms. Moskowitz for summarizing the WETF report. J. Adjournment On a motion by Alderperson Cogan, the meeting was adjourned at 10:03 p.m.