CITY OF EMERYVILLE MEMORANDUM TO: Mayor and City Council FROM: Carolyn Lehr, City Manager SUBJECT: Progress Report – November 2015 The following provides the City Council and staff with a summary of the activities of each department for the prior month. City Manager • Attended the following City committee meetings: o City/School Committee (Nov 5) o Sustainability Committee (Nov 9) o Joint Meeting of Public Works Committee and Transportation Committee (Nov 19) • Attended the following outside agency meetings: o Alameda County Fire Executive Management Oversight Committee (Nov 4) o Emeryville Transportation Management Association Board Governance (Nov 16) o Alameda County City Managers Association (Nov 18) • Hosted “Coffee with the City Manager” on November 17. Approximately 5-8 people from the public attended the event. • Met with representatives from the Leadership Academy to discuss promotional opportunities. • Reviewed the Property and Business Improvement District (PBID) process with Geoff Sears. • Discussed Marina issues with staff. • Worked with staff on the proposal of reorganization of the Emeryville Child Development Center (ECDC). City Manager & City Clerk Progress Report November 2015 Page 2 of 2 • Met with staff to go over the pros, cons and to troubleshoot problem areas regarding the SeeClickFix application for the City. • Discussed issues and highlights of the latest Comprehensive Annual Financial Report (CAFR) for the City. • Attended the City’s annual holiday parade and tree lighting festivities. • Met with staff to follow-up on and discuss future actions regarding the Yuvette Henderson matter. City Clerk’s Office • Staff met to begin planning stage to address the records management issue in the City. • Met with the City Manager and Assistant City Manager to finalize transition of Property and Business Improvement District (PBID) assignment to Assistant City Manager. • Implemented new agenda preparation schedule to increase efficiency in the City Clerk’s office. MEMORANDUM DATE: December 4, 2015 TO: Carolyn Lehr, City Manager FROM: Human Resources Department SUBJECT: November Progress Report HUMAN RESOURCES DEPARTMENT 1. Labor Relations: Preparations for labor contract negotiations with miscellaneous groups are beginning. The City and EPOA extended the 12 hour shift side letter until June 30, 2016. There are revisions occurring to several job specifications that will be provided to both CAMP and SEIU groups for their respective reviews in the upcoming months. On November 12th, City representatives met with SEIU to discuss Public Works classification and recruitment activities. On November 12th, the ECDC Labor/Management Committee had their regular meeting to discuss subjects of mutual interest. 2. Workers’ Compensation: There were no (0) ‘on-the-job’ injuries/incidents reported during the month of November. As of October 31, 2015, the City/MESA had forty-one (41) open workers’ compensation claims (38 indemnity claims and 3 medical only claims). Of the 38 indemnity files, 17 (45%) are Future Medical claims. Of the 17 future medical claims, 12 (71%) belong to former and/or retired employees. Of the remaining 21 open indemnity files, 7 (33%) belong to retired or former employees. Therefore, out of 38 open indemnity files, a total of 19 files (50%) belong to retired or former employees. In the month of October, the City/MESA paid $53,526 (rounded) in workers’ compensation benefits, with the following breakdown: October Workers’ Compensation Benefits Status Benefits* Salary Continuation** Total by Status Former/Retired $ 7,163.68 $ $ 7,163.68 Current $ 19,652.55 $ 26,709.35 $ 46,361.90 TOTAL $ 26,816.23 $ 26,709.35 $ 53,525.58 * Medical, permanent, legal and/or equipment accommodation costs. ** Income replacement: $3,648 for miscellaneous employees, $22,834.12 for Safety employees. 3. Payroll and Benefits: The annual Open Enrollment period for the Flexible Spending Arrangement began on November 16 and will end on December 4. We asked benefited employees if they are interested in purchasing additional life insurance for themselves, their spouses/partners, or their children. Twenty-nine (29) employees expressed an interest. They were provided with additional information, and plans are underway for representatives from The Standard Insurance Company to come to City Hall and the Police Department in February to present the plan and help employees complete their applications. Five (5) new employee orientations were conducted: 2 full-time/benefitted (Police Officer and Executive Assistant to the City Manager) and 3 part-time/non-benefitted. Two current employees who changed from unbenefited to benefitted received their benefit orientations in November. Human Resources Department Progress Report – November 2015 Page 2 of 3 4. Health & Safety: Our Kick Off event for our Wellness Program for the Child Development Center was held on November 4, 2015. Krisna Hanks from East Bay Pilates gave a presentation to the Child Development Center staff on “Surviving America Nutritionally Speaking.” Our second event for the Wellness Program for the Child Development Center was a healthy cooking project on November 13, 2015. On November 18th, HR staff along with the Police Chief and the Acting Police Captain met with a representative from Pinnacle Training Systems regarding a Wellness Program for the Police Department. An Employee Wellness Lunch and Learn was held on November 19th. A representative from Bike East Bay gave a presentation on “Winter Biking.” Our end of the year Employee Wellness Program will be held on December 10th. Dr. Callum Eastwood from the Pain and Rehabilitative Consultants Medical Group will be here for a presentation on “Stress Management – Adapting to Stress: The Good, The Bad and the Unavoidable.” Staff arranged for 1 ergonomic assessment during the month of November and coordinated the purchase of ergonomic equipment for 3 employees. 5. Recruitments: The November recruitment activities included the following positions: Finance Director, Executive Assistant to the City Manager, IT Analyst II, Building Inspector and Economic Development and Housing Manager. HR is preparing for recruitments in Police, Community Development and Public Works Departments. 6. Disaster Preparedness: On November 4, 2015, HR staff along with members of the Police Department met with Hilda Quiroz, Emergency Preparedness Coordinator for Alameda County Fire regarding the development of an Emergency Operations Plan for the Police Department. On November 12, 2015, our fourth Local Hazard Mitigation Plan (LHMP) Update planning team meeting was held. The group began evaluating each suggested mitigation idea for its Feasibility, Social Benefits, Economic Benefits, Environmental Improvement and Community Objectives. The group will continue their evaluations of our mitigation ideas at our next planning team meeting which is scheduled for December 7th. On November 16th, HR Staff met with the Environmental Programs Supervisor and our Civic Spark fellow to coordinate mitigation ideas in the Local Hazard Mitigation Plan Update, where applicable, with any proposed mitigation ideas in the Climate Action Plan update. The City has signed a Memorandum of Agreement with Alameda County Office of Emergency Services for their new mass notification system – AC Alert by Everbridge. AC Alert is designed to keep the public informed of city events, advisories and/or emergency conditions during a disaster, as well as to activate employee call-back procedures. During the month of November, HR staff has been collecting staff’s everyone’s current contact information which will be provided to Alameda County via a specified spreadsheet which will then be uploaded into the Everbridge system. On November 20th, staff attended a Public Safety Liaison Meeting with PG&E. Staff continues to work on the City’s readiness to respond to an emergency and making the City’s Emergency Operational Center (EOC) functional. 7. Training and Development (City-wide): Staff has arranged for the City to host an ERMA Regional AB1825 Sexual Harassment Prevention Training for Managers and Supervisors on December 9th. Per AB1825, all supervisors and managers must receive this training within 6 months of hire and then every two years thereafter. On November 5th, regional HR Managers met to identify the 2016 Supervisory Training curriculum, which is provided by Lebert, Cassidy and Whitmore law firm. On November 13th, the HR Director provided a refresher Human Resources Department Progress Report – November 2015 Page 3 of 3 Skelly training to management staff. The HR Director met with Dr. Frank Benest and management staff to prepare for a December 3rd All-Staff meeting. The subject was “Promoting Adaptive Change in a Disruptive World.” 8. Employee Recognition: The Recognition Committee met on November 4 to debrief the fall BBQ/Potluck and to finalize plans for the Holiday Party. Kim Burrowes was recognized at the November 3, 2015, City Council meeting as “Employee of the Quarter” for the third quarter of 2015. 9. Human Resources Staff: On November 2nd, the HR Director served as a panel member for the HR Manager recruitment for the City of Alameda. 10. City Hall Information Desk: There were 247 visitors to City Hall in November. The highest volume of visitors was for the Business License/Tax counter in Finance (58). CITY OF EMERYVILLE FINANCE DEPARTMENT “We provide High Quality Support and Services” DATE: December 3, 2015 TO: Carolyn Lehr, City Manager FROM: Michelle Strawson O’Hara, Finance Supervisor