Vancouver City Council |
ADMINISTRATIVE
REPORT
Date:
July 17, 2003
Author:
Phil Karlsson/
323-7808
RTS No.:
03438
CC file No.:
1375
Meeting Date:
July 31, 2003
TO:
Standing Committee on City Services and Budgets
FROM:
General Manager of Engineering Services
SUBJECT:
National Works Yard Support Staffing Changes
RECOMMENDATIONS:
A. That four Regular Full Time ( RFT) Clerk II positions be created as Front Reception Clerks at the new National Works Yard Facility, from existing funding for Security Guards in the Yards Services Branch.
B. That one RFT Clerk III position in Streets Operations and one RFT Clerk II position in Traffic and Electrical Operations Branch be eliminated.
C. That a RFT Network Support Specialist I (NSSI) position in the Information Systems Branch be approved for the National Works Yard with the salary and computer equipment funding being provided from the elimination of the two clerical positions.
D. That two RFT Driver - Stores Worker positions be approved with funding from Traffic & Electrical Operations Stores maintenance account.
E. That a RFT Storekeeper I position in the Traffic and Electrical Operations Branch be approved with funding from existing salary budgets.
F. That Council approve a funding increase to the 2004 Yards Services Branch Security Watchman budget by $80,400 without offset, with the remaining funding to be provided by a transfer of $92,000 from Street Operations and $33,600 in salary savings from the clerical reorganization, to facilitate the switching of the Security Guard coverage at the Kent Avenue Works Yard to light duty positions for City Workers.
CITY MANAGER'S COMMENTS
The City Manager RECOMMENDS approval of A to F.
COUNCIL POLICY
City Council, as a matter of directing effective municipal government, endorses organizational changes which improve City services, especially if cost savings are involved in the changes.Deletion of RFT CUPE 15 positions and the establishment of new salaried positions require Council authorization.
SUMMARY
Engineering Services is currently constructing a new works yard "National Yard", located just north of the CN Rail Yard, to replace the old Cambie Works Yard. Occupancy is scheduled for November 2003. The primary operating branch from Cambie Yard, Traffic and Electrical Operations Branch (TEOB), will be moving over to the new yard along with Streets Operations, currently located at the Manitoba Works Yard. As this is a new facility, modern safety and security systems have been included making the traditional security guard positions redundant.With the co-location of branches in the new yard and due to the construction of a permanent Stores Facility in the yard to service the north end of the City, a review of administrative support for the branches occupying the new yard was undertaken by operating branch managers. As a result of the review, Engineering Services is recommending: the replacement of the security guards with front desk reception staff (Clerk II's); changes to the clerical functions including the reallocation of the workloads and the downsizing of two clerical positions; the creation of a new computer network support specialist position for the yard; the establishment of stores counter positions; and making a temporary storekeeper position regular full time. These proposed changes will provide a higher level of service to the operating branches in the yard and will provide the appropriate staff for the facilities at the new yard.
In order to accommodate the disabled workers who are currently in security positions as light duty placements, and who would be displaced by this re-organization, Engineering Services is recommending approval of an increase in funding to the security watchman budget in 2004, to change from contract security to city employees at the Kent Avenue Works Yard.
Discussions with all three unions affected (CUPE 15, CUPE 1004 and IBEW) have been initiated, and while there are some details with respect to shift schedules and hours of work to be agreed upon, the unions have indicated a general support for the recommendations in the report.
PURPOSE
The purpose of this report is to present Council with a proposal to reorganize the support staff for the operating branches moving into the new National Works Yard. Council is being requested to approve the staffing changes and a funding request to accommodate displaced light duty employees into new security guard positions.
BACKGROUND
A new works yard "National" is currently being constructed for Engineering Services to replace the old Cambie Works Yard fronting on False Creek and is expected to be ready for occupancy in November of this year. The new works yard facility will become the base of operations for two large operating branches, which are currently operating out of different yards.This new facility has modern security and safety systems that will be monitored from a front reception position inside the entrance to the main administration building. Previously at Cambie Yard, Security Guard coverage was utilized to monitor buildings and grounds during the day and night throughout the week. These positions are covered by the collective agreement between the City and CUPE 1004.
Traffic and Electrical Operations Branch (TEOB), currently located at Cambie Works Yard and at 450 West Broadway, and Streets Operations from the Manitoba Works Yard will be the primary tenants in the main administration building, along with the partial operations of other branches. With the relocation of the Streets Operations administrative support group to the new yard and the availability of clerical support from the proposed new front desk positions, some efficiency can be realized by reorganizing and better utilizing the clerical structure.
As a part to the new yard construction, the Engineering Stores operation at Cambie Yard is also being relocated to the new yard and it's role and function is undergoing a change. Currently, the Stores operation is operated by TEOB and provides materials primarily for electrical crews. Electrical Helpers, under the jurisdiction of the International Brotherhood of Electrical Workers (IBEW), have performed counter work and deliveries as part of their duties.
DISCUSSION
National Yard has security systems that alarm for motion and forced entry, card lock systems that control entry into buildings and offices, security camera systems to monitor and control front gate access and activity in the yard, and fire systems that activate and alarm when heat or smoke is detected which are all monitored from a single work station at the front desk on a 24 hour by 7-day week basis. There is no need for foot patrols or building checks as previously done by Security Guards at Cambie Yard. Utilizing these systems requires a different skill set, than that required of our current security guards; primarily the use of computers. It also frees up time for the position to take on other tasks at the work station (e.g. data entry in this proposed reorganization).The HR classification review of the new Front Desk positions recommends a Clerk II position at Pay Grade 13 under the jurisdiction of CUPE 15. This change will result in the elimination of four Regular Full Time and 0.2 of Auxiliary outside worker Security Guard positions primarily filled by light duty employees.
As a result of the new branch operations configuration and the need for new clerical front desk positions at the National Yards, Engineering Services initiated a review of their administrative functions. It was also recognized that some efficiencies could be realized by amalgamating some of the core administrative functions, reassigning workloads, and utilizing the front desk positions to provide clerical support service to the operating branches in the yard.
The clerical function most common to both participating branches is the data and time entry functions, and these were recognized as processes which could be integrated into the new front desk clerical positions. With the movement of staff from branches which are currently located in several buildings into the same office area at National Yard, a redistribution of tasks will also be implemented to best utilize the clerical support. Consequently, a Clerk III position from Streets Operations and a Clerk II position from Traffic and Electrical Branch are redundant and can be eliminated.
One of the clerical positions being eliminated, a Clerk II in TEOB, is currently vacant as the incumbent was successful in another posting, so no layoff is required. The employee in the Clerk III position in Streets Operations, which is also being eliminated, will either be placed in a vacant position at the same classification prior to the opening of the new yard or may bump into a comparable position for which the employee is qualified, as entitled under the Layoff and Bumping rights in the Collective Agreement.
Of high priority is the need for a Network Support position to provide Information Systems (IS) support. For Cambie Yard, IS support was provided by a position in City Hall on a part time basis. With the relocation of Streets Operations and Electrical Design, and the addition of a full service Stores facility, the new yard will require full time support for the computer network and the increased number of personal computers. This position can be funded from the savings due to the elimination of the two clerical positions described above. HR has reviewed the job duties and responsibilities of this position and confirmed that the classification should be Network Support Specialist I at Pay Grade 23.
Coincident with the move to the new Stores warehouse at National Yard, new SAP materials issuing procedures will be implemented and the number and type of materials being issued will increase to include those required by Traffic and Streets Operations. The nature of the work required of employees working at the counter will expand to include other functions directly in support of stores operations, including storing and rotating items, verifying orders and deliveries, making incidental purchases, and entering materials issue and accounts payable records into SAP. As part of a benefits realization from the implementation of SAP, the potential to order and issue materials for other departments in the future is also being explored. Given the changes in the nature of the work envisioned for the positions working at the stores counter at National Yards, HR Services has reviewed the work and concluded that the work is described in the Driver - Stores Worker classification under the jurisdiction of CUPE 15.
The review group also recognized the new multi branch role being provided by the Stores facility and endorsed the staffing changes proposed which include the establishment of two new stores worker positions to provide stores service functions. Experience gained over the last three years, during which time a temporary Storekeeper position has been funded to handle the increased workload in the TEOB Stores, has confirmed that the work demand supports the establishment of a regular full time Storekeeper position.
All of these proposed staffing changes have been discussed with the Unions affected. Those discussions are reflected in the Personnel Implications section of this report.
FINANCIAL IMPLICATIONS
Creating four full time front desk Clerk II positions and 0.5 FTE in Auxiliary hours to cover a similar 24 hour shift schedule for the new National Yard can be funded from the reduction in the Security Guard positions due to the Cambie Yard closure. The cost for the new Clerk II positions at pay grade 13, step V is essentially the same as a Security Guard ($18.23/hr for Security Guards vs. $18.18 for a Clerk II).Eliminating the two existing clerical positions for data and time entry will reduce annual salary costs by $94,000. Utilizing these clerical savings to establish a NSSI position (Pay Grade 23) at a cost of $60,450 (step V with fringe benefits) will result in a total annual salary savings of $33,600. There will be a one time set-up cost for equipping the position with computer equipment and software of $4,000 this year, funded from existing budgets.
Funding for Cambie Yard electrical stores counter work performed by the Electrical Helpers and a temporary Storekeeper to operate the Stores has previously been incorporated into the budget for the Electrical Branch Salaries account. Establishment of the two Driver-Stores Worker positions, under the jurisdiction of CUPE 15, and making the Storekeeper position regular full time will have no financial impact on the operating budget for the branch, as the Electrical Helpers will be re-assigned to fill vacancies in the electrical crews working on maintenance and capital projects.
Overall, the clerical and stores reorganization at the new National Works Yard will generate an annual savings of $33,600.
Streets Operations currently spends $92,000 per year for private security coverage at the Kent Avenue Works Yard. The cost of providing security coverage for the yard using city employees is $206,000, an increase of $114,000. Utilizing the annual savings $33,600 from the clerical reorganization would reduce the additional funding requirement to $80,400.
The net annual cost to implement the clerical re-organization and to create the new security guard positions is $80,400.
PERSONNEL IMPLICATIONS
Following the administrative review and the subsequent recommendations, Engineering Services initiated Human Resource (HR) classification reviews for the proposed positions and initiated discussions with the affected unions.A meeting was held with IBEW to communicate the changes in the work, the classification resulting from the new stores duties to the Driver - Stores Worker CUPE 15, and the return of the Electrical Helpers to typical fieldwork assisting the Electrical Trades.
Discussions were held with CUPE 15 regarding non-standard work schedules including the 24-hour by 7-day shift schedule for the front desk clerical positions, the creation of eight new RFT positions, the elimination of two RFT clerical positions and the extension of the work day for the stores worker positions to meet operational hours.
A meeting was also held with CUPE 1004 on the security guard positions being eliminated. The City is also currently in discussions with CUPE 1004 on the broader issue of accommodation for disabled workers and the availability of light duty positions. This is an issue of concern to both the City and the Union. It has always been the City's view that we cannot create "make work" jobs in order to continue to employ workers where there is no value to the work being performed. However we have also acknowledged that there is a benefit to providing meaningful employment, which may not be 100% productive as an alternative to having employees in receipt of disability benefits and providing no service. Another major concern is to make available transitional employment opportunities for workers who are recovering from a disability, but are not yet ready to take on the full duties of their regular positions. Both the City and the Union agree that early return to work is an important and mutually beneficial part of effective rehabilitation. Light duty work opportunities are an important part of this process.
Our discussions with the Union on this issue are ongoing and we anticipate reporting to Council on a strategy to fund light duty positions based on reductions in absenteeism due to WCB and Medium and Long Term Disabilities, which is also useful and beneficial to the City's service delivery objectives.
At our meeting to discuss the changes to the security guard requirements, the Union identified the security needs at the Asphalt and Aggregate facilities at our Kent Avenue Yards as one option for creating such positions. This security is currently provided by a contract security company. No security is required during the day when the Yard is in operation, however after-hours security could be provided by City staff in need of light duty assignments. Therefore this report recommends that the City end the contract for security services at this location and transfer the employees who were placed as a duty-to-accommodate at Cambie Yard.
There is a higher direct cost to providing this service in-house because of the higher wage and benefit costs for City employees, however, the City would be accommodating disabled workers in these positions which would have the benefits described above. This would mean the creation of two RFT positions and a Regular Part Time position working five days a week for six hours a day. The Cambie Yards closure is going to displace four full time security guards, three of which are duty-to-accommodate placements and one who is an employee posted to the position before they were reserved for injured workers. Another assignment will have to be identified for the remaining accommodated employee. It is anticipated that this can be dealt with through a retirement in another similar position before the end of the year. The one posted security guard affected by the closure, who is not a duty-to-accommodate, will be laid off, and will be placed on the recall list in accordance with the terms of the collective agreement with CUPE 1004. This will give him rights to access any CUPE 1004 vacancy that he is qualified for within the Engineering Department.
The Storekeeper position has been filled temporarily for the last three years. With the construction of a permanent Stores Facility in the new yard, Engineering Services would like to establish all the operational positions for the facility including the Storekeeper I as regular full time. However, the actual posting of this position as regular full time may be delayed until early next year pending the outcome of a corporate review of all the City's stores operations. The temporary incumbent will be extended until this review is complete.Copies of this report have been sent to CUPE 15, CUPE 1004 and IBEW.
CONCLUSION
With the pending completion of the new National Works Yard for Engineering Services, adjustments to support staff are required as a result of the relocation of two main operating branches to the yard, to better service a modern works yard, and due to the construction of a permanent Stores Facility. The changes proposed will involve an increase in clerical and support positions within CUPE 15 that meet the needs of the branches working out of the new yard and, if Council approves an increase in funding for 2004, will provide for continued light duty work positions for security positions under the jurisdiction of CUPE 1004. Engineering Services recommends that the proposed changes be adopted to provide a higher level of service to the operating branches in the new yard and to provide appropriate staffing for the new facilities.
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