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HomeMy WebLinkAboutFinance & Admin - 1993-03-01FAC\1993-03-01 FINANCE AND ADMINISTRATION COMMITTEE MINUTES MARCH 1, 1993 The Finance and Administration Committee met this date, commencing at 12:10 p.m., under the Chairmanship of Alderman C. Zehr with the following members present: Aldermen B. Stortz, T. Galloway, G. Lorentz, J. Smola, M. Wagner, C. Weylie and J. Ziegler. Others present: Alderman G. Leadston, Alderman M. Yantzi, Messrs. T. McKay, R. Freeborn, L. Ryan, D. Paterson, J. O'Rourke, J. Nelson, J. Witmer, G. Sosnoski and Ms. L. MacDonald. 1. HIRING PROCESS IMPROVEMENT TEAM - C.I.P. The Committee was in receipt of the report submitted by the Team involved in the Continuing Improvement Process (C.I.P.) relative to employee hiring. Mr. Paterson introduced the Team members in attendance this date and advised that an extended version of their presentation had been given to the C.I.P Steering Committee on February 9, 1993. He asked that the recommendations contained in the report be considered this date. Mr. O'Rourke outlined the process followed by the Team as well as their findings. He pointed out that the Team concluded the City is not hiring the best qualified candidates for entry level positions, which they felt was a direct consequence of the lack of choice in the hiring process. He suggested that this in turn can lead to mismatched skills and a failure to maximize quality and productivity. Mr. Paterson indicated that the Team had conducted a risk/benefit analysis and believed that the benefits embodied in the recommendations would outweigh any risks and are compatible with the Corporate Mission Statement. In response to a question from Alderman Stortz, Mr. Paterson clarified that the conclusion of the Team that the best qualified candidates are not being hired pertains to entry level positions only, which in the past have been filled solely on the basis of seniority. Alderman Lorentz expressed concern regarding Recommendation #4 which suggests that the Human Resources Division discontinue its present practice of accepting unsolicited job applications for all positions, except those involving students. The recommendation further suggests that applicants would only complete job applications at a "Recruitment Job Fair" or in response to internal and/or advertised postings. Mr. Paterson pointed out that the concept of a job fair is only one possible scenario and is a means of allowing the Division to deal with the approximately 10,000 unsolicited applications submitted each year. He expressed the opinion that discontinuing the practice of accepting unsolicited applications in favour of a job fair is a superior system to the one in place now. Mr. McKay added that most permanent entry level positions are filled by temporary employees already working for the City, and that under the proposed system everyone would have an equal opportunity to apply. He stressed that the point is to hire better qualified people irrespective of whether the applicant is presently employed with the City. Alderman Lorentz disagreed, noting that at minimum ratepayers would expect to be able to make application for City employment at any time. He also noted that this would prevent unemployed workers from applying to the City immediately upon receiving a notice of layoff or word of an impending layoff. Alderman Galloway expressed similar concerns and asked for clarification as to whether the proposal intends that job selection be based on testing alone. Mr. Paterson replied that base level qualifications for entry level positions are widely held and that testable standards are one means of reducing the volume of potential candidates. He clarified that test results would not be used as the sole determinant of employment suitability. Alderman Wagner asked whether any other municipality is presently recruiting through job fairs. Mr. Paterson replied that to the best of his knowledge this concept has never been applied to a municipality. Alderman Yantzi indicated he liked the initiative, but raised concerns regarding the size of the applicant pool and employment equity issues. 1. HIRING PROCESS IMPROVEMENT TEAM - C.I.P. (cont.) FINANCE AND ADMINISTRATION COMMITTEE MINUTES- 11 -MARCH 1, 1993 Alderman Smola pointed out that Recommendation #1 suggests the re-drafting of Policy #19, and reminded the Committee that at the time the Policy was adopted it was meant to address the unique circumstances of seasonal employees who are categorized as temporary full time and are called back on a continuing basis. He suggested that the recommendation may be unfair to this category of employee. Mr. Paterson replied that the job fair concept is intended to address the problems which Policy #19 originally dealt with, and by opening up the competition would create a more equitable environment. Mr. Paterson confirmed that in the past previous, temporary employment was not looked upon as a guarantee of future employment, noting that the initial hiring of temporary employees is part of the problem. Both Alderman Ziegler and Alderman Stortz expressed concern over Recommendation #4 dealing with unsolicited job applications and the latter questioned how crucial this item is to the overall package of recommendations. Mr. Paterson replied that were this removed the volume of applications to be considered at a job fair would be increased by adding previously received and unsolicited applications. He also added that prior receipt of these would detract from the job fair concept. Mr. Nelson cautioned that accepting unsolicited applications increases the possibility of political interference in the hiring process. Alderman Stortz suggested that the C.I.P. Team could be asked to re-consider their recommendations and provide alternatives which would reconcile the concept of a job fair with receipt of unsolicited applications. Alderman Ziegler agreed and added that people seeking employment could be advised that only one application per person per year will be accepted and will only be retained up until the next job fair. Mr. Paterson responded that a deferral would not pose a serious problem, though it could delay implementation of the proposed fair. Mr. Freeborn questioned whether the Committee fully understands the implication of eliminating Policy #19. He noted that if eliminated current employees who lose their job as a result of layoff would no longer be given priority when posting into other positions, and in this regard he noted the recent direction of Council relative to Transit employees. On a motion by Alderman B. Stortz - It was resolved: "That further consideration of the recommendations put forward by the Hiring Process Improvement Team (C.I.P.) as contained in the report presented to the Finance and Administration Committee on March 1, 1993 be deferred to the March 22, 1993 meeting pending a re-evaluation of the recommendations by the Team, and in particular Recommendation #4 whereby the City would no longer accept unsolicited job applications for any positions except those involving students." 2. WATERLOO REGIONAL HEALTH UNIT CUTBACKS The Committee was in receipt of a report and recommendations from Ms. L. MacDonald dated February 24, 1993 concerning the impact on the City of the above service reductions. In response to a question from Alderman Galloway, Ms. MacDonald indicated that the only capital costs involved would be those to acquire the thermometers needed for heat testing. Alderman Stortz asked that staff make inquiries to determine whether the City could acquire the thermometers previously used by the Region. Alderman B. Stortz put forward a motion to adopt the recommendations in the report of Ms. L. MacDonald. Alderman Galloway asked for an explanation of the staff implications and Ms. MacDonald replied that the Property Standards Officer would assume 2. WATERLOO REGIONAL HEALTH UNIT CUTBACKS (cont.) the responsibility for heat complaints, since at present he is already partially involved in these. She pointed out that this would not significantly increase the workload. Mr. Witmer advised that his only concern relates to the staffing implications relative to the licensing issues which are not FINANCE AND ADMINISTRATION COMMITTEE MINUTES- 12 -MARCH 1, 1993 known at this time. Alderman Ziegler questioned that part of the recommendation which indicates the City should take no action on housing complaints. Ms. MacDonald explained that the Region will still handle housing complaints which are social in nature, noting that the majority would fall into this category. Alderman Ziegler also advised that he does not agree with the recommendation that the City take no action on complaints regarding the accumulation of animal feces and asked that this reference be removed. He noted that this is related to the City by-law and responding to complaints in this area is a municipal responsibility. Ms. MacDonald advised that this issue would have to be addressed under an amending by-law. Alderman Stortz agreed to amend his previous recommendation in accordance with the request of Alderman Ziegler and to further add that Legal staff are to review the existing by-laws to determine which of these would require amending and report back to the Committee. On a motion by Alderman B. Stortz - It was resolved: "That the Legal Department be instructed to prepare an amendment to Chapter 640 (Heat In Rented Dwellings) of the City of Kitchener Municipal Code so as to place the responsibility for enforcement of this Chapter on the City's Property Standards Officers and that staff acquire the digital thermometers necessary to enforce said Chapter, and, That the Manager of Licensing review the licensing Chapters affected by the Regional Health Units cutbacks with the intention of identifying any City concerns, and submit a report and recommendations for consideration at a future meeting of the Finance and Administration Committee, and, That City staff advise the Regional Medical Officer of Health that whenever a dog or cat in the City of Kitchener is suspected of having rabies and is ordered quarantined in a location other than the owner's residence, that said dog or cat shall be ordered confined at facilities of the K-W Humane Society, and, That the Legal Department be directed to prepare amendments to Chapter 530 (Dogs) and Chapter 405 (Animals At Large) of the Code acknowledging that the owner of the animal or dog is responsible for all costs incurred as a result of the animal or dog being impounded, and that they also review existing by-laws to determine which of these would require amending in order to address problems relating to the accumulation of animal excrement and report back to a future meeting of the Finance and Administration Committee, and further, That the City take no action regarding housing complaints." 3. CITY RESPONSE TO PHASE ONE OF THE DISENTANGLEMENT REPORT The Committee was in receipt of a report and recommendation from Mr. T. McKay dated February 23, 1993 in response to a review of the Provincial report. 3. CITY RESPONSE TO PHASE ONE OF THE DISENTANGLEMENT REPORT (cont.) On a motion by Alderman J. Ziegler - It was resolved: "That the City of Kitchener indicate to the Association of Municipalities of Ontario that while it supports in principle the concept of Disentanglement, it believes that no agreement should be entered into with the Provincial Government unless the concerns outlined in the report of Mr. T. McKay, Chief Administrative Officer, dated February 23, 1993 are addressed in the FINANCE AND ADMINISTRATION COMMITTEE MINUTES- 13 -MARCH 1, 1993 Agreement, and further, That a copy of said report be forwarded to the Association of Municipalities of Ontario, the Regional Finance Committee and the Premier of Ontario." Mr. McKay reminded the Committee that all of the Kitchener road projects were previously removed from the Regional budget, on the understanding that when welfare costs declined these would be re-allocated. However, given the disentanglement initiative proposed these projects would not be recovered. 4. NEXT MEETING The next regularly scheduled meeting of the Finance and Administration Committee will be held on . Monday, March 22, 1993 5. ADJOURNMENT On motion, the meeting adjourned at 1:25 p.m. and the Committee immediately resolved itself into caucus to consider the balance of its agenda. _________________________________ G. Sosnoski Manager of Corporate Records/Assistant City Clerk