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HomeMy WebLinkAbout09/16/2014 05D Human Resources Change to City Department; YMC Amendment 1.18.005, 1.18.015, and 1.18.100BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 5.D. For Meeting of: September 16, 2014 IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII ITEM TITLE: An ordinance amending the City of Yakima municipal code to reflect the organizational change for human resources becoming a city department; amending YMC 1.18.005 ; amending YMC 1.18.015; and amending YMC 1.18.100 SUBMITTED BY: Bronson Faul, Assistant City Attorney SUMMARY EXPLANATION: This ordinance is a housekeeping measure to update the municipal code to reflect a change to the city's organizational structure making human resources a department rather than a divison. Resolution: Ordinance: X Other (Specify): Contract: Contract Term: Start Date: End Date: Item Budgeted: NA Amount: Funding Source/Fiscal Impact: Strategic Priority: Insurance Required? No Mail to: Phone: APPROVED FOR SUBMITTAL: RECOMMENDATION: Pass the Ordinance Public Trust and Accountability City Manager ATTACHMENTS: Description Ordinance re Human Resources Department - Strikeout copy Ordinance re Human Resources Department -Final 9/4/2014 Copy Upload Date Type 9/3/2014 Ordinance Ordinance AN ORDINANCE ORDINANCE NO. 2014 - amending the City of Yakima municipal code to reflect the organizational change for human resources becoming a city department; amending YMC 1.18.005 ; amending YMC 1.18.015; and amending YMC 1.18.100. BE IT ORDAINED BY THE CITY OF YAKIMA: Section 1. Section 1.18.005 of the Yakima Municipal Code is amended to read as follows: 1.18.005 Administrative organization—General provisions. A. The city government administrative functions shall be performed by departments administered by department heads who shall be responsible to the city manager for the direction and control of their respective departments. The city manager and one assistant, heads of departments, divisions and offices identified by this chapter, lieutenants in the police department, deputy fire chief, battalion chiefs in the fire department, city attorney and assistant city attorneys comprise the management group of the city government. B. The administration of the city government shall be divided into departments as follows and with the following described general functions: 1. City Manager. Provides executive policy guidance and administrative oversight in the effective discharge of city council policy and Charter and ordinance provisions. 2. Legal. Provides legal services including the defense and prosecution of civil lawsuits, drafting of legal documents and providing legal advice to the city management and city council; prosecutes traffic offenses and other criminal violations. 3. Police. Provides protection of persons and property from criminal acts. 4. Fire. Provides protection of persons and property from loss caused by fires. 5. Public Works. Responsible for street maintenance and refuse collection, for equipment maintenance and garage operation for the city bus transit system, for constructing, maintaining and operating city parks, cemetery, and recreation facilities and programs, for traffic engineering, and performs such other functions as may be directed by the city manager. 6. Community Development. Responsible for a housing rehabilitation program, animal control, building, fire and construction codes and for comprehensive physical and environmental planning and to direct proper urban and economic growth and development, and performs such other functions as may be directed by the city manager 7 Finance and Budget Responsible for providing financial planning, budgeting, investments, fiscal management, purchasing, utility customer services and for such other functions as may be directed by the city manager 8 Utilities and Engineering Responsible for management of public utilities for water, wastewater, irrigation, storm water, as well as engineering services for the city; and performs such other functions as may be directed by the city manager 9 Airport Responsible for the operation of the Yakima Air Terminal, maintenance of the airport grounds and all of the related airport real and personal properties; providing safe, secure and FAA compliant provision of commercial air service on behalf of the Yakima region; administering the several property leases for airport tenants; managing the airport annual budget, and performing such other functions as may be directed by the city manager. 10. Human Resources. Responsible for the creation, oversight and administration of policies governing employee behavior and the behavior of the City toward its employees Areas of administration include, among others, employee recruitment and retention, motivation, assignment selection, benefits, labor law, compliance and contract negotiations, performance reviews, training, professional development, mediation, change management and Civil Service operation support (Ord 2013-007 § 1, 2013 Ord 2012-32 § 1 (Exh. A) (part), 2012: Ord. 2012-18 § 1 (Exh. A) (part), 2012: Ord. 2005-19 § 1, 2005: Ord 3191 § 1, 1989, Ord 2865 § 1, 1985, Ord 2703 § 1, 1983 Ord 2570 § 1, 1981) Section 2. Section 1 18 015 of the Yakima Municipal Code is amended to read as follows 1.18.015 City manager—Administration of specified divisions. A The city manager shall direct primary divisions, supervised by division managers, or as otherwise designated, as follows: 1 Human Resources Under the supervision of the human rcsourccs managcr, this office shall: a. Prcparc and maintain a classification plan based on duties and responsibilities of positions in the municipal competitive service, b Administer procedures for the appointment, promotion, discipline and separation of employees, including recruitment, testing, counseling and selection services for all departments and offices, c Establish and maintain a personnel record system, d Administer all rules and regulations pertaining to civil service, and provide staff assistancc to the civil service commission; c. Dcvclop and administcr a safcty and training program for all employees, except public safety personnel, f Serve as chief labor negotiator in the negotiations of collective bargaining agrccments; g. Provide office support services for employee benefit and pension plans, including police and fire pension systems, h Perform such other services as may be required by law or by the city manager 21 Office of City Clerk and Records Under the supervision of the city clerk, this office shall: a. Receive, on behalf of the city council, all petitions, claims, filings for office and similar official communications, and administer disclosure of public records pursuant to the Public Records Act and applicable law; b. Maintain a journal of council proceedings, record, index and file ordinances and resolutions and post notices and make publications as required by law, c Maintain all council records, books, papers, contracts, bonds and other valuable documents of the city unless provided for by other applicable laws; d. Perform such other services as may be required by law or by the city manager; e. Administer the telephone and information services for City Hall. Office of Economic Development. Under the supervision of the economic development manager, this office shall a Analyze economic development needs and resources and make recommendations concerning economic development within the city of Yakima; b. Seek economic development funding and promote economic development opportunities, coordinate with governmental agencies, funding agencies, other economic development agencies and private sector businesses to promote economic development, c Research and prepare grant applications for the promotion and enhancement of economic development, and cooperate with other departments and agencies in the administration of awarded grants and grant -funded projects, d Be responsible for city staff support and advice to the Convention Center board and the Capitol Theatre board, and act as liaison between those boards and the city government, e Perform such other services as may be required by the city manager 43 Office of Communications and Technology Under the supervision of the communications and technology manager, this office shall: a. Analyze and make recommendations for automation of information systems within the various offices and departments, b Design, program and maintain information systems for approved applications, c Analyze, design and implement record retrieval systems for approved applications; d. Administer a records management program providing for the inventory, retention and disposal of city records, e Administer duplication services, f Provide electronic maintenance and repair services to city departments and other public agencies as directed by the city manager; g. Perform such other services as may be required by the city manager. . Community Relations Division. Under the supervision of the community relations manager, this division shall a Coordinate public information and/or community relations projects and programs throughout all city divisions and departments in order to create clear understanding of and community participation in public policy development and implementation, manage city's web site and develop and implement communication and marketing of city's services and projects through appropriate social media; b. Plan, coordinate and implement informational activities for city staff, elected officials, students, community members, special groups and others, c Make arrangements for news conferences, meetings, appearances and speaking engagements for city staff, elected officials and others as directed; d. Develop, negotiate, administer and monitor telecommunications franchises and contracts granted and entered into by the city, e Develop and administer city telecommunications policies and regulations, f Coordinate and administer the provision of community and government access television services; g. Perform such other duties as may be directed by the city manager. . Building Superintendent. Under the supervision of the codes manager, the building superintendent shall be responsible for building maintenance for City Hall Strategic and Business Plan Manager Under the supervision of the city manager, the strategic and business plan manager will: a. Coordinate the city council's strategic plan and annual business plan with the city's fiscal, human and capital resources, b Develop, oversee and conduct performance reporting of the city's strategic plan and annual business plan; c. Perform such other duties as may be directed by the city manager. 87 Administrative Functions—Municipal Court The city manager, or his designee, shall be responsible for the administration of services provided by the city on behalf of the municipal court. (Ord. 2012-32 § 1 (Exh. A) (part), 2012: Ord. 2012-18 § 1 (Exh. A) (part), 2012 Ord 2005-19 § 2, 2005 Ord 2004-34 § 1, 2004 Ord 95-25 § 1, 1995 Ord 3276 § 1, 1990; Ord. 2829 § 1, 1984; Ord. 2703 § 2, 1983: Ord. 2570 § 3, 1981: Ord. 855 § 1, 1966) Section 3. Section 1 18 100 of the Yakima Municipal Code is added to read as follows 1.18.100 Department of Human Resources Human Resources Under the supervision of the Director of Human Resources, this office shall: 1. Prepare and maintain a classification plan based on duties and responsibilities of positions in the municipal competitive service, 2 Administer procedures for the appointment, promotion, discipline and separation of employees, including recruitment, testing, counseling and selection services for all departments and offices, 3 Establish and maintain a personnel record system, 4 Administer all rules and regulations pertaining to civil service, and provide staff assistance to the civil service commission; 5. Develop and administer a safety and training program for all employees; 6. Serve as chief labor negotiator in the negotiations of collective bargaining agreements, 7 Provide office support services for employee benefits, 8 Perform employment services as required by law Section 4 This ordinance shall be in full force and effect 30 days after its passage, approval, and publication as provided by law and by the City Charter PASSED BY THE CITY COUNCIL, signed and approved this _ day of , 2014. ATTEST: Micah Cawley, Mayor Publication Date: Effective Date: City Clerk ORDINANCE NO. 2014 - AN ORDINANCE amending the City of Yakima municipal code to reflect the organizational change for human resources becoming a city department; amending YMC 1.18.005 ; amending YMC 1.18.015; and amending YMC 1.18.100. BE IT ORDAINED BY THE CITY OF YAKIMA: Section 1. Section 1.18.005 of the Yakima Municipal Code is amended to read as follows: 1.18.005 Administrative organization—General provisions. A. The city government administrative functions shall be performed by departments administered by department heads who shall be responsible to the city manager for the direction and control of their respective departments. The city manager and one assistant, heads of departments, divisions and offices identified by this chapter, lieutenants in the police department, deputy fire chief, battalion chiefs in the fire department, city attorney and assistant city attorneys comprise the management group of the city government. B. The administration of the city government shall be divided into departments as follows and with the following described general functions: 1. City Manager. Provides executive policy guidance and administrative oversight in the effective discharge of city council policy and Charter and ordinance provisions. 2. Legal. Provides legal services including the defense and prosecution of civil lawsuits, drafting of legal documents and providing legal advice to the city management and city council; prosecutes traffic offenses and other criminal violations. 3. Police. Provides protection of persons and property from criminal acts. 4. Fire. Provides protection of persons and property from loss caused by fires. 5. Public Works. Responsible for street maintenance and refuse collection, for equipment maintenance and garage operation for the city bus transit system, for constructing, maintaining and operating city parks, cemetery, and recreation facilities and programs, for traffic engineering; and performs such other functions as may be directed by the city manager. 6. Community Development. Responsible for a housing rehabilitation program, animal control, building, fire and construction codes and for comprehensive physical and environmental planning and to direct proper urban and economic growth and development; and performs such other functions as may be directed by the city manager. 7. Finance and Budget. Responsible for providing financial planning, budgeting, investments, fiscal management, purchasing, utility customer services and for such other functions as may be directed by the city manager. 8. Utilities and Engineering. Responsible for management of public utilities for water, wastewater, irrigation, storm water, as well as engineering services for the city; and performs such other functions as may be directed by the city manager. 9. Airport. Responsible for the operation of the Yakima Air Terminal, maintenance of the airport grounds and all of the related airport real and personal properties; providing safe, secure and FAA compliant provision of commercial air service on behalf of the Yakima region; administering the several property leases for airport tenants; managing the airport annual budget; and performing such other functions as may be directed by the city manager. 10. Human Resources. Responsible for the creation, oversight and administration of policies governing employee behavior and the behavior of the City toward its employees. Areas of administration include, among others, employee recruitment and retention, motivation, assignment selection, benefits, labor law, compliance and contract negotiations, performance reviews, training, professional development, mediation, change management and Civil Service operation support. (Ord. 2013-007 § 1, 2013: Ord. 2012-32 § 1 (Exh. A) (part), 2012: Ord. 2012-18 § 1 (Exh. A) (part), 2012: Ord. 2005-19 § 1, 2005: Ord. 3191 § 1, 1989; Ord. 2865 § 1, 1985; Ord. 2703 § 1, 1983: Ord. 2570 § 1, 1981). Section 2. Section 1.18.015 of the Yakima Municipal Code is amended to read as follows: 1.18.015 City manager—Administration of specified divisions. A. The city manager shall direct primary divisions, supervised by division managers, or as otherwise designated, as follows: 1. Office of City Clerk and Records. Under the supervision of the city clerk, this office shall: a. Receive, on behalf of the city council, all petitions, claims, filings for office and similar official communications, and administer disclosure of public records pursuant to the Public Records Act and applicable law; b. Maintain a journal of council proceedings, record, index and file ordinances and resolutions and post notices and make publications as required by law; c. Maintain all council records, books, papers, contracts, bonds and other valuable documents of the city unless provided for by other applicable laws; d. Perform such other services as may be required by law or by the city manager; e. Administer the telephone and information services for City Hall. 2. Office of Economic Development. Under the supervision of the economic development manager, this office shall: a. Analyze economic development needs and resources and make recommendations concerning economic development within the city of Yakima; b. Seek economic development funding and promote economic development opportunities, coordinate with governmental agencies, funding agencies, other economic development agencies and private sector businesses to promote economic development; c. Research and prepare grant applications for the promotion and enhancement of economic development, and cooperate with other departments and agencies in the administration of awarded grants and grant - funded projects; d. Be responsible for city staff support and advice to the Convention Center board and the Capitol Theatre board, and act as liaison between those boards and the city government; e. Perform such other services as may be required by the city manager. 3. Office of Communications and Technology. Under the supervision of the communications and technology manager, this office shall: a. Analyze and make recommendations for automation of information systems within the various offices and departments; b. Design, program and maintain information systems for approved applications; c. Analyze, design and implement record retrieval systems for approved applications; d. Administer a records management program providing for the inventory, retention and disposal of city records; e. Administer duplication services; f. Provide electronic maintenance and repair services to city departments and other public agencies as directed by the city manager; g. Perform such other services as may be required by the city manager. 4. Community Relations Division. Under the supervision of the community relations manager, this division shall: a. Coordinate public information and/or community relations projects and programs throughout all city divisions and departments in order to create clear understanding of and community participation in public policy development and implementation; manage city's web site and develop and implement communication and marketing of city's services and projects through appropriate social media; b. Plan, coordinate and implement informational activities for city staff, elected officials, students, community members, special groups and others; c. Make arrangements for news conferences, meetings, appearances and speaking engagements for city staff, elected officials and others as directed; d. Develop, negotiate, administer and monitor telecommunications franchises and contracts granted and entered into by the city; e. Develop and administer city telecommunications policies and regulations; f. Coordinate and administer the provision of community and government access television services; g. Perform such other duties as may be directed by the city manager. 5. Building Superintendent. Under the supervision of the codes manager, the building superintendent shall be responsible for building maintenance for City Hall. 6. Strategic and Business Plan Manager. Under the supervision of the city manager, the strategic and business plan manager will: a. Coordinate the city council's strategic plan and annual business plan with the city's fiscal, human and capital resources; b. Develop, oversee and conduct performance reporting of the city's strategic plan and annual business plan; c. Perform such other duties as may be directed by the city manager. 7. Administrative Functions—Municipal Court. The city manager, or his designee, shall be responsible for the administration of services provided by the city on behalf of the municipal court. (Ord. 2012-32 § 1 (Exh. A) (part), 2012: Ord. 2012-18 § 1 (Exh. A) (part), 2012: Ord. 2005-19 § 2, 2005: Ord. 2004-34 § 1, 2004: Ord. 95- 25 § 1, 1995: Ord. 3276 § 1, 1990; Ord. 2829 § 1, 1984; Ord. 2703 § 2, 1983: Ord. 2570 § 3, 1981: Ord. 855 § 1, 1966). Section 3. as follows: Section 1.18.100 of the Yakima Municipal Code is added to read 1.18.100 Department of Human Resources Human Resources. Under the supervision of the Director of Human Resources, this office shall: 1. Prepare and maintain a classification plan based on duties and responsibilities of positions in the municipal competitive service; 2. Administer procedures for the appointment, promotion, discipline and separation of employees, including recruitment, testing, counseling and selection services for all departments and offices; 3. Establish and maintain a personnel record system; 4. Administer all rules and regulations pertaining to civil service, and provide staff assistance to the civil service commission; 5. Develop and administer a safety and training program for all employees; 6. Serve as chief labor negotiator in the negotiations of collective bargaining agreements; 7. Provide office support services for employee benefits; 8. Perform employment services as required by law. Section 4. This ordinance shall be in full force and effect 30 days after its passage, approval, and publication as provided by law and by the City Charter. PASSED BY THE CITY COUNCIL, signed and approved this day of , 2014. ATTEST: Micah Cawley, Mayor City Clerk Publication Date: Effective Date: