2011-10-11_Supplemental Agenda Packet--Dossier de l'ordre du jour supplémentaire �'�/j �� '...� 4
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City of Saint John
Common Council Meeting
Tuesday, October 11`",2011
Location: Common Council Chamber
Supplemental to Agenda
3.4 Committee of the Whole Report: Hiring Freeze
7.1 I.O.D.E. Week October 16`" to 22"d,2011
City of Saint John
Seance du conseil communal
Le Mardi 11 Octobre,2011
Lieu : Salle du conseil communal
Ordre du jour supplementaire
3.4 Comite plenier—Un gel de 1'embauche
7.1 Semaine du «I.O.D.E »-du 16 octobre au 22 octobre 2011
RLPOR �' T' O C0111n�Ii� ?�' C � U � CIL
M&C 2011 �
e. �e,
October 11, 2011 �,
His Worship Ivan Court
and Members of Saint John Common Council The Clty of Saint John
Your Worship and Members of Common Council:
SUBJECT: HIRING FREEZE
BACKGROUND
Common Council requested a report and recommendatioi�s on implementing a hiring freeze. The
resolution requested the information be provided by Octoberl l, 2011.
RESO�,VED that tlae issue of a hiring fi�eeze fo�- municipal empCoyees until after the 2012
budget is�nalized, be r�eferred to the City Manager for a r�eport and recommendation by
October llth, 2011.
ANALYSIS
The purpose of a hiring freeze is to provide the Ennployer with an opportunity to align the
staffing requirements with the funds available in the budget. This is usually the first cost cutting
rneasure implennented and sends a strong message to all stakeholders that the stafus quo is about
to undergo a radical change. This change is driven by a financial situation that dictates a
realignment of priorities. Prior to irnplementation it is essential to consider the following:
1. ContractualObligations
2. Anticipated Vacancies
3. Current Vacancies
4. Revised Establishment
5. Casual Employees
1. Contractual Obligations
A collective agreement is a legal contract that binds the parties to obligations and imposes
restrictions. Each employee group is governed by unique provisions detailed in their respective
collective agreement. Therefore, it is best to consider each group separately.
Outside Workers
Article 6:04 of this collective agreeme�it obligates the Employer to inaintain a zniniinurn of 293
permanent positions. The current establishment approved by Council contains 293 outside
worker positions and these must be filled. Given this, a hiring freeze would have no impact on
the filling of these positions. However, the 293 will serve as an effective maximum.
Article 6:04 Establishment Minimum 293
During the term of this Collective Agreement, the number of Local 18 positions shall not
be reduced below a minimum of two hundred and ninety-three (293) permanent full-tixne
positions.
It is understood that where there is a lack of work in a Department, the Employer may
transfer or abolish and create a position in the sarne Department or another Department as
long as the number of positions is not reduced below 293.
Any such transfers shall be offered by order of seniority and ability to employees in the
affected Department.
In this Article, "Department" shall be defined as Municipal Operations & Engineering,
Building& Inspection Seivices, Corporate Services, and Leisure Services.
Inside Workers
The Loca] 486 Collective Agreeinent does not place restrictions on the Employ�er's right to
reduce positions that are vacant. However, there is an obligation to post and fill vacant positions
in the Establishment. Given this, it is critical that positions which are not to be filled are deleted
from the current Establishment. Only Common Council c;an amend the Establishment.
Article 11:01 Job Postings
When a vacancy occurs, a new position is created or promotions are being considered
either within the bargaining unit or outside, the Employer shall notify the Union in
writing and post notice of the position in the Employer's offices, locker rooms, shops and
on all bulletin boards.
Such notice shall contain the following information: Nature of position, required
knowledge, education, ability, skills and salary group.
Firefi�hters
The Local 771 Collective Agreexnent does not place z•estrictions on the Employer's right to
reduce�ositions that are vacant. Howeve�-, there is an obligation to post and fill vacant positions
in the Establishment. Given this, it is critical that positions which are not to be filled are deleted
froin the current Establishnlent. Only Coinmon Council can amend the Establishment.
Article 10:04 Vacancies in Permanent Establishment
When a vacancy occurs within the permanent Establishment of the Saint John Fire
Department, the Employer shall post the job opening accompanied by the job description
for a period of ten (10) days. In filling these vacant positions, appointrnent shall be made
of the Holiday Relief applicant having the required ability and qualifications who is
senior in service. The new rate of pay for the successful applicant will ta.ke effect within
fourteen(14) calen�ar days of the vacancy occurring.
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The City and Local 771 are currently in contract negations. The parties are bound by legislative
provisions and any staffing actions inust comply with these requirements.
2. Anticipated Vacancies
An effective hiring freeze is a cautionary measure that ensures only CRITICAL positions are
filled sk�ould they become vacant. Today we have about seventy five eznployees who are eligible
to retire without a penalty. Given this, anticipated vacancies could be idelirified and only those
CRITICAL to service delivery would be filled if they become vacant. The best scenario would
be to fill the position with a current employee and delete the resultant vacancy. This could be
achieved with an internal job posting or an ernployee transfer. In the end, resources are aligned
with the critical services. Should the position not be filled with an internal candidate, the
decision to recruit externally would then be considered by the City Manager.
3. Current Vacancies
Current vacancies arise from staff turnover and normal reassignments etc. There are currently 17
such vacant positions.
4. Revised Establishment
In order to eliminate the requirement to fill non-critical positions, these positions must be deleted
from the current Establishment. Should it be determined that any of these positions are to be
staffed, the establishment could be altered to include any position as an addition.
5. Casual Employees
The City has a nuinber of casual employees most of whom are covering maternity leaves,
extended sick leaves and providing services in community centers. It is anticipated that the
union locals will object to using casual employees to perform the work of deleted positions.
PROCESS
Prior to deleting positions and implementing hiring restrictzons, it would be best to consult with
the locals to discuss the rationale and the implementation of the plan.
The City Manager would seek Council approval to fill positions deerned critical to service
delivery, other than vacancies which must be filled due to contractual or legislative provisions.
Common Council will be required to amend the Establishrr►ent from time to tirne as required.
FINANCIAL IMPLICATIONS
�xpenditure constraints are driving this initiative and if positions are deleted from the
�stablishment the associated funds should be removed from the Departrnental budgets and placed '�P
,�n a separate account. This would ensure that the anticipated savings are obtained. a�
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�MPACT ON STAKEHOLDERS � �
The impact on stakeholders will be real; citizens will see reduced services, employees will see
increased work demands, unions and management will be required to deal with employee
concerns, management will be challenged to balance expectations of employees and citizens, and
Common Council will be pressured by all goups with cornpeting interests. This decision is made
out of necessity and a full recognition that the City must live within its ineans. Decisions about
transfer payments, tax base levels and pension reform will determine the full extent and duration
of any staffing reductions.
A revised Establishment will be determined with the 201 Z budget.
RECOMMENDATION
It is recommended that Common Council support the initiatives and action plans detailed in this
report.
Respectively submitted,
, � 1.�.
John McTntyr HRP
Manager, Hu an Resources
L � CF�'I� V `+
J P trick Woods, CGA
Manager
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The city of Saint John
Mayor Ivan Court
Mayor's Office
Bureau du maire
PROCLAMATION
WHEREAS: IODE is Canada's premiere women's charitable organization
dedicated to enhancing the quality of life for individuals
through education support, community service and
citizenship programs; and
WHEREAS: 4,000 members of IODE Canada are dedicated to a better
Canada volunteering their time and talents to help others,
contributing almost $2,636,811. dollars and 975,114
volunteer hours per year: and
WHEREAS: IODE Canada members support our children, feed our
hungry, comfort our lonely, beautify our green spaces and
fundraise for charitable causes; and
WHEREAS: IODE Canada volunteers are women of all ages and
backgrounds; and
WHEREAS: the collective result of the work done by IODE volunteers is
that Saint John is a most desirable place to live; and
WHEREAS: organizations in Saint John that rely on IODE volunteers
include such fundamental organizations as Born to Read,
Hestia House, Romero House, Food Banks, Daycare Centers,
Schools and the Horizon Health Network or any other
volunteer-involving organizations that are most relevant to
your community; and
NOW, THEFORE: I, Mayor Ivan Court, �--J- ��� of Saint John, do hereby
proclaim Octoberl6th to the 22nd, 2011 as IODE Awareness Week, and urge my
fellow citizens to recognize the crucial role played by IODE members across Canada
and in our community.
In witness whereof I have set my hand and affixed the official seal of the Mayor of
the City of Saint John
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SAINT JOHN P.O.Box 1971 Saint John, NB Canada E2L 4L1 I www.saintjohn.ca I C.P. 1971 Saint John, ,
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