Loading...
HomeMy WebLinkAboutMN-HRC-2003-04-28HUMAN RESOURCES COMMITTEE Regular Meeting April 28, 2003 Members Present: Alderperson Peterson, Alderperson Cogan, Alderperson Blumenthal, Alderperson Hershey, Alderperson Mack (arrived at 7:15 p.m.), Mayor Alan J. Cohen (arrived at 7:50 p.m.) Staff Present: Steve Thayer (Controller), Schelley Michell-Nunn (HR Director), Denise Malone (Administrative Secretary), Donna Payne (Administrative Secretary), Sue Stickel (Administrative Secretary), Alan Karasin (Senior Network Administrator), Allen Green (Acting YB Director), Marcia Fort (GIAC Director), Ingrid Chin (HR Intern), Victor Loo (Police Chief), Tom West (Civil Engineer), Bill Gray (Supt of Public Works), Duane Twardokus (IT Director), Leslie Moskowitz (Mgr of Organizational Development) Meeting called to order by Chairperson Peterson at 7:05 p.m. A. Agenda Review, Approval of Minutes & Announcements There were no announcements, additions or deletions to the agenda. The Committee reviewed the minutes from the March 2003 meeting. After discussion, Alderperson Blumenthal made a motion to approve the minutes from the March 24, 2003 meeting. Seconded by Alderperson Cogan. Motion carried 4-0. (Alderperson Mack was absent from the vote.) B. Employee Comments and Common Council Response Chairperson Peterson invited employees who were present to address the Committee. Donna Payne, Administrative Secretary for the Superintendent of Public Works, spoke in support of the Memorandum of Understanding (MOU) regarding continuation of free staff parking. Ms. Payne asked that action be taken by Common Council to assure City Hall employees that upon completion of the Cayuga Green Garage City Hall employees would retain free access Human Resources Committee April 28, 2003 Page 2 to parking. Ms. Payne stated that at the employee forum employees present were told that the intent of Common Council and the Administration was that access to free parking would continue after construction but that it was impossible to predict what future administrations would elect to do with this issue. Ms. Payne mentioned that there are several agreements in place with other agencies/employers and if their agreement would stand with the next administration, why wouldn’t an agreement between the current administration and the unions stand once the work has been completed. Ms. Payne stated that other City owned buildings offer free parking adjacent to their buildings for City employees. Ms Payne stated that City Hall employees were working with the City to accommodate the parking situation during the construction and that it would be nice to see the City also reflect back that they would try to accommodate the employees after the construction by having an agreement or an MOU in place. Ms. Payne asked Common Council to please consider having an agreement with the unions to continue free parking after the construction. Alan Karasin, Senior Network Administrator in the IT Department, distributed copies of the petition and resolution regarding Continuation of Free Staff Parking. Mr. Karasin mentioned the agreements the City has with other organizations regarding parking, the limited number of spaces available once the construction has been completed and the need to work out an agreement with City employees regarding free access to parking after the Cayuga Green Garage has been completed. Mr. Karasin stated that the reasons the petition was submitted were that employees would be unable to attend this meeting but wanted to show support of this issue and to make the HR Committee aware of the number of employees involved. Mr. Karasin thanked the Committee for their consideration and for allowing him to express his concerns. Sue Stickel, Administrative Secretary in the IT Department, spoke in support of what was said by Mr. Karasin. Ms. Stickel stated that many employees are concerned about retaining free access to the parking garage after the construction has been completed. Employees expressed concern about the financial impact of paying parking and the strong possibility of paying for a portion of the health insurance. This would be a financial burden on a lot of employees. Ms. Stickel respectfully requested that the HR Committee look favorably upon the resolution and petition presented. Marcia Fort, GIAC Director, supports and understands the concern around free parking for employees because GIAC employees struggle with the same issue on a daily basis. Ms. Fort expressed concern about the uncertainty the future holds regarding this issue. Human Resources Committee April 28, 2003 Page 3 Chairperson Peterson opened the floor for Common Council members to respond to employee remarks. Alderperson Hershey wants to make it clear that he is just speaking for himself. We have said among ourselves and acknowledged that the granting of free parking to City Hall based employees has been a long standing past practice, as has the gr anting of one zone bus passes to City employees. This has a certain value and strength in the collective bargaining process and has been the rights of the employees. Mr. Hershey thinks that what the employees are asking the HR Committee to do is correctly a part of the collective bargaining process. They are asking for something that is more than a past practice. They are asking for HR Committee to grant them a right and a privilege of something of value. Mr. Hershey wants employees to have every right, entitlement and benefit that they are entitled to. But, he wants to be really careful that this is done in the normal course of events. Chairperson Peterson thanked everyone for his/her comments and stated that this item would be discussed later on the agenda. C. Chairperson’s Report Chairperson Peterson reminded the members that the next Human Resources (HR) Committee meeting would be Thursday – May 22, 2003 at 7:00 p.m. in the Common Council Chambers. That date was chosen at a previous meeting because the originally date – May 26th – conflicted with Memorial Day. D. Affirmative Action Advisory Committee (AAAC) Update 1. Workforce Diversity Plan Ms. Marcia Fort reported that the AAAC is identifying action plans for the Workforce Diversity Plan and hopes to complete the draft work by the end of the summer. Ms. Fort expressed appreciation to Ms. Lynette Chappell-Williams for her assistance and being instrumental in bringing forth the Workforce Diversity Plan and to Alderperson Blumenthal for her comments to make the plan user friendly. Human Resources Committee April 28, 2003 Page 4 2. Hiring Process Ms. Marcia Fort reported that the AAAC discussed temporary/seasonal employment and the hiring process. While the HR Department has a hiring process in place, this process is still not centralized, which would be beneficial and helpful to the City and to the people looking for employment with the City. The AAAC expressed concerns about some of the current hiring practices and made suggestions on ways to change these practices (i.e. communications from the Mayor and Common Council around the expectation for following the hiring process.) Alderperson Blumenthal asked what directive Common Council could give to centralize the hiring process. Ms. Fort stated that the HR Department is seen as the place that is responsible for the policies that are put in place. So, the AAAC feels that it is important for there to be clear messages from both the Mayor and Common Council, as the people who lead the City, about what the expectations are regarding the hiring process. When the process is not followed, problems may arise. The HR Department may not be aware of these problems because they have not been consulted or involved in the hiring process. Alderperson Blumenthal asked how this issue could be addressed. Ms. Fort stated that it may be more appropriate to address after the Workforce Diversification Plan has been completed. There would be training and information sessions, which would give the employees an opportunity to read the plan and ask questions. 3. Residency Requirement Ms. Fort reported that the AAAC continues to discuss the Residency Requirement and their concerns as it relates to workforce diversification and affirmative action. 4. AAAC Members Attending the HR Committee Meetings and Vice Versa Ms. Fort stated that AAAC members enjoy attending the HR Committee meetings and appreciate having members of the HR Committee attend the AAAC meetings on a rotating basis. This process has provided helpful information to and lets AAAC members become familiar with the HR Committee members as well as keeping the HR Committee updated about projects and concerns of the AAAC. Human Resources Committee April 28, 2003 Page 5 Chairperson Peterson stated that she would attend the next meeting of the AAAC which would be Friday - May 16, 2003 at 9:00 a.m. in the Common Council Chambers. E. Sub-Committee Updates 1. City Administrator Chairperson Peterson mentioned that a draft of the local law for the City Administrator was distributed to the Committee. The City Attorney has submitted comments about the current draft. Comments from Committee members should be given to Chairperson Peterson. The next Sub-Committee meeting would be on Tuesday – April 29th. 2. HR Committee Budget Sub-Committee Chairperson Peterson reported that this Sub-Committee met last week with employees from various bargaining units. The Sub-Committee discussed the budget process especially in regards to layoffs. At the next meeting, the members would look at communications over layoffs, when the possibility of layoffs should be communicated and how to handle rumors that arise around the City. F. Personnel Items 1. Greater Ithaca Activities Center (GIAC) a. Request to Amend Personnel Roster The Greater Ithaca Activities Center requested to amend the Personnel Roster by adding one (1) Recreation Supervisor (40 hrs) position. After discussion, Alderperson Blumenthal made a motion to approve the request. Seconded by Alderperson Cogan. Motion carried 5-0. The Committee agreed that this item would be put on consent agenda. Human Resources Committee April 28, 2003 Page 6 2. Youth Bureau a. Request to Amend Personnel Roster The Youth Bureau requested to amend the Personnel Roster by increasing the hours of one (1) Youth Program Coordinator (Computer All Stars Program) from 30 hours per week to 35 hours per week. After discussion, Alderperson Cogan made a motion to approve the request. Seconded by Alderperson Mack. Motion carried 5-0. The Committee agreed that this item would be put on consent agenda. 3. Department of Public Works – Engineering a. Request to Amend Personnel Roster The Department of Public Works (Engineering) requested to amend the Personnel Roster by creating two (2) Assistant City Engineer positions. Alderperson Blumenthal made a motion to approve the request. Seconded by Alderperson Hershey. After discussion, Alderperson Blumenthal withdrew her motion and Alderperson Hershey withdrew his second. The Committee suggested that this item be discussed at next month’s meeting, at which time, the financial impact would also be addressed. G. Directors’ Reports 1. Recognition Award HR Director Michell-Nunn stated that the quarterly recognition award is forthcoming. Nominations are in. The individual had not been chosen, but that there will be a quarterly recognition award at the upcoming Common Council meeting. 2. WWTP Operator HR Director Michell-Nunn reported that the job evaluation for the Chief Wastewater Treatment Plant Operator has been completed. Results have been Human Resources Committee April 28, 2003 Page 7 discussed with Superintendent Bill Gray and would be reviewed with Assistant Superintendent Fabbroni. H. Mayor’s Report 1. Employee Picnic Mayor Cohen reported that after a lengthy discussion with department heads, the employee picnic would be held. The HR Department would be responsible for overseeing the preparations. 2. Position Review The Position Review Committee (Mayor, Controller, HR Director) met last week and discussed not making recommendations until after the budget briefing. The date for the briefing would be Thursday - May 22nd at 3:00 p.m. The Mayor expanded this meeting to include all of senior staff and a representative from each bargaining unit. I. New Business a. Parking MOU Chairperson Peterson stated that in addition to the material in the packet, employees have placed a resolution on the desk regarding continuation of free staff parking. Ms. Peterson mentioned that included in the packet is language from one of the union contracts that reads “the City promises to attempt to provide free parking for all employees, provided the employees make a similar attempt to car pool whenever possible.” City Hall employees are asking that the City create an MOU or an agreement allowing City Hall employees to retain free access to parking upon completion of the Cayuga Green Garage. HR Director Michell-Nunn stated that the City might have agreements with other private employers for their employees that guarantee parking for when the new parking is available. The desire of the workforce is that a similar agreement be made for parking with City Hall employees (i.e. that when the new garage is completed City Hall employees continue to have free parking.) Human Resources Committee April 28, 2003 Page 8 The Committee reviewed the information presented. Alderperson Blumenthal stated that one distinction between the MOU and the agreements with private employers is that the employers are paying parties. HR Director Michell-Nunn stated that one way to look at the agreements is that the City is guaranteeing that these employers can pay for a certain number of spaces for its employees, so City employees are asking that the City pay for a certain number of spaces for its employees to park. The Committee discussed how long employees have received free parking, whether an official action was passed for this benefit and, should an agreement be made, would the Committee be in violation of the contract. The Mayor expressed support for this concept but had concerns with the wording of the resolution. The Mayor does not want to have wording that implied the City would be unable to move employees around as necessary. For unionized employees this is a past practice, one that we have been doing a long time and one that we would continue doing. How we treat the non-unionized employees would be equally important. They should not be deprived of the same benefit. After much discussion on this topic, the HR Director Michell-Nunn suggested that the assignment be given to the Policy Improvement Team and charge them with the language and the plan. Alderperson Hershey volunteered to participate in the meetings. Chairperson Peterson thanked the employees for bringing this item forward. b. Managerial Leave Controller Steve Thayer stated that as part of the 2003 budget, managerial employees did not receive a raise for 2003. In discussions at the department head meetings, there was some talk about adding some leave time to managerial employees’ overall annual leave balances. Mayor Cohen directed Mr. Thayer to create a financial snap shot of what it would cost for each managerial employee to receive one or two weeks annual leave. Mr. Thayer distributed the schedule, which showed the financial value for one or two weeks of annual leave time for managerial employees. Human Resources Committee April 28, 2003 Page 9 The Committee reviewed this information. After discussion, Alderperson Hershey made a motion to approve in concept the extension of additional leave time to managerial employees who did not receive a raise for 2003. Seconded by Alderperson Cogan. Motion carried 5-0. The Mayor and Chairperson Peterson would make a report to Common Council at the next meeting. J. Old Business a. Emergency Closing The Committee reviewed the Emergency Closing policy. After discussion, Alderperson Cogan made a motion to approve the following language regarding time restriction: “This policy shall apply only to the first forty-eight (48) hours of an emergency closing unless extended for a particular emergency by the Common Council. The Common Council shall have the right to extend this benefit beyond forty-eight hours if Common Council deems it appropriate on a case by case basis.” Seconded by Alderperson Hershey. Motion carried 5-0. Chairperson Peterson will communicate with the HR Director about additional language regarding past practice. b. Residency Requirement (RR) Chairperson Peterson stated that questions were raised about why Mayor Cohen granted a waiver. Mayor Cohen stated that he was not granting a waiver when he took this action. Based on the discussions that led to the RR, he felt that the Residency Requirement applied to full-time positions. The Mayor mentioned that at-will employees or half-time employees still have to seek other employment. How can we force employees to live in the City if they are only half time? The intent of his decision also was that the RR applied to department heads and deputies. The employee involved is not a deputy or expected to step in and perform the duties of the department head in the absence of the department head. There is another full-time deputy that is expected to do that and would step in in absence of the Human Resources Committee April 28, 2003 Page 10 department head. Based on these reasons, the Mayor felt that the RR did not apply to this employee. His memo was a clarification and not a waiver. The Committee discussed the issues that arose with the RR but were not clarified (i.e. the wavier, part-time status and the definition of deputy and assistants) and agreed to continue the discussion at a future meeting and to clarify the intent of the RR. K. Adjournment With no further business, Alderperson Cogan moved to adjourn the meeting at 10:07 p.m.