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City of East Providence
145 TAUNTON AVENUE, EAST PROVIDENCE
STATE OF RHODE ISLAND AND PROVIDENCE PLANTATIONS 02914-4505
TEL. (401) 435-7521 FAX (401) 438-1719 TDD (401) 431-1633
CITY MANAGER WWW.EASTPROVIDENCERI.NET PETER GRACZYKOWSKI
TO: East Providence City Council
FROM: Peter Graczykowski, City Manager
DATE: May 3, 2013
RE: Budget Commission Personnel Activity Report
CC: East Providence School Committee Kimberly Mercer, Superintendent of Schools
For your reference, included is a summary of the East Providence Budget Commission (“EPBC”) Personnel activity from its May 2, 2013 regular meeting. The delegation of authority for all personnel matters to the City Council, School Committee, City Manager and Superintendent of Schools, originally granted on March 28, 2013, was rescinded by the Director of Revenue on April 18, 2013 until further notice. 1. EPBC approved the following personnel actions by the City, a detail of which is included for
the Council’s reference:
a. Fill of Highway Superintendent position and certification of eligibility list.
b. Fill of Auto Mechanic I position and certification of eligibility list.
c. Sending of Two Police Recruits to the Municipal Police Academy and certification of eligibility list.
d. Temporary Assistance in the Treasury Division under the 75-day Rule.
2. EPBC deferred its action on the following personnel action by the Schools so that additional budgetary information can be researched and provided. Details of this request are also included for the Council’s reference:
a. Post and Fill of the Director of Pupil Services.
3. Under discussion of additional agenda items, EPBC clarified that its previously adopted emergency hiring policy, which allowed for temporary, emergency hiring by the City and Schools, subject to subsequent approval of EPBC; was rescinded along with other personnel matters over which EPBC has jurisdiction under R.I.G.L. § 45-9-6.
4. EPBC approved the minutes from its March 28, 2013 meeting.
5. The next regularly scheduled meeting of EPBC is on Thursday, September 23, 2013 at 3:00 p.m. at the City Hall in Room 306.
Memo To: East Providence Budget Commission
From: Peter Graczykowski, City Manager
CC: East Providence City Council Steve Coutu, Public Works Director Malcolm Moore, Finance Director Kathleen Waterbury, HR Director
Date: April24, 2013
East Providence Budget Commission
Re: Request to appoint and fill Highway Superintendent position
Summary
This request is for approval of the following two personnel actions involving the Highway Superintendent position in the Public Works Department:
1. Request to certify an eligibility list for the position of Highway Superintendent;
2. Request to appoint the top-ranked individual on the eligibility list to the available position ofHighway Superintendent.
Background and Explanation
The Highway Superintendent position became vacant late in FY2012 due to the retirement of the incumbent. The position was not anticipated to be vacant and is budgeted for FY2013. The Highway Superintendent is responsible for all operations of the Highway Division, including the assignment of work crews and overall supervision of Highway Division staff. fu addition, the Highway Superintendent will assist in the management and administration of the refuse and recycling program. Therefore, the City requests to appoint and fill this essential position to ensure proper management of the division and efficiency in operations
The Budget Commission approved the post and fill of this position at its Januray17, 2013 meeting, under item 5B. Upon completion of the examination process by the City on March 20, 2013, three successful internal candidates were identified and ranked for inclusion on the certified eligibility list, as follows:
1. Robert M. Walker, Lincoln, RI Score: 93
2. William L. Abbood, East Providence RI Score: 86
3. Christopher DiCecco, East Providence, RI Score: 85
The appointment was delayed due to the unresolved eligibility issues with the City's Personnel Hearing Board membership, which were ultimately addressed at the April 16, 2013 City Council meeting by means of removal of the member ineligible to serve. Subsequently, on April 18, 2013,
the delegation of the authority over personnel decisions to the City and Schools was rescinded by the Director of Revenue, and such authority now rests with the Budget Commission until further action. Accordingly, the City requests that the Budget Commission certify the attached eligibility list and approve the appointment of the top-ranked candidate, Robert Walker, to the position of Highway Superintendent, to be effective immediately.
Budgetary Impact
Expenditures FY2013 FY2014 FY2015 FY2016 FY2017 Total
General Fund
Request 115,184 115.184 115,184 115.184 115.184
Budget 134,393 134.393 134,393 134.393 134.393
All Funds
Revenues FY2013 FY2014 FY2015 FY2016 FY2017 Total
General Fund $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
All Funds $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
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FUND DEPT !DIVISION -·-[JOBTITLE I Base I Long I FICA I MERS I Health I CoPay I Dental I Other I Totals 011 BUDGETED 630 HIGHWAY HIGHWAY SUPERINTENDENT 82,958 7,466 6,917 19,218 16,691 (3,338) 1,027 3,453 134,393
011 PROPOSED 630 HIGHWAY HIGHWAY SUPERINTENDENT 71,248 4,275 5,778 16,051 16,691 (3,338) 1,027 3,453 115,184
$5'+~~?~ DEP ARTl\.ffiNT OF HUMAN RESOURCES
CITY HALL 145 TAUNTON A VENUE
EAST PROVIDENCE, RHODE ISLAND 02914-4505
ELIGIBILITY LIST
TO: CHAIRPERSON BUDGET COMMISSION
EMPLOYMENT LIST: # 04-13 EFFECTIVE DATE: ------
POSITION: HIGHWAY SUPERINTENDENT
Examination Used: 100% Oral
Rank Order, Name and Score of Successful Candidates:
RANK NAME 1. Robert M. Walker, Jr., Lincoln, Rl 02865 2. William L. Abbood, East Providence, Rl 02916 3. Christopher DiCecco, East Providence, Rl 02916
SCORE 93 86 85
Kathleen Waterbury Human Resources Director
APPROVED: BUDGET COMMISSION
CHAIRPERSON
TEL (401) 435-7766
DATE
FAX (401) 435-1920 TDD (401)431-1633
Memo East Providence Budget Commission
To: East Providence Budget Commission
From: Peter Graczykowski, City Manager
CC: East Providence City Council
Steve Coutu, Public Works Director
Malcolm Moore, Finance Director
Kathleen Waterbury, HR Director
Date: April 24, 2013
Re: Request to appoint and fill Auto Mechanic position
Summary
This request is for approval of the following two personnel actions involving the Auto Mechanic 1
position in the Public Works Department:
1. Request to certify an eligibility list for the position of Auto Mechanic 1;
2. Request to appoint the top-ranked individual on the eligibility list to the available
position of Auto Mechanic 1.
Background and Explanation
The Auto Mechanic 1 position became vacant late in FY2012 due to the retirement of the
incumbent. The position was not anticipated to be vacant and is budgeted for FY2013. The
Central Garage Division is responsible for the repairs and maintenance of all City vehicles and
equipment, including Police and Fire Vehicles, DPW, Parks, and Water. Over the past several
years, this Division has lost three full-time positions (two Mechanics and one Mechanic Helper).
Therefore, the City requests to appoint and fill this position to ensure current service levels are
maintained.
The Budget Commission approved the post and fill of this position at its December 13, 2012
meeting, under item 3. Upon completion of the examination process by the City on April 25,
2013, three successful candidates were identified and ranked for inclusion on the certified
eligibility list, as follows:
1. Mark Johnson, North Kingstown, RI Score: 79.33
2. Thomas Reardon, West Kingston RI Score: 73.50
3. Thomas Kane, Berkley, MA Score: 71.00
Accordingly, the City requests that the Budget Commission certify the attached eligibility list and
approve the appointment of the top-ranked candidate, Mark Johnson, to the position of Auto
Mechanic, to be effective immediately.
� Page 2
Budgetary Impact
Expenditures FY 2013 FY 2014 FY 2015 FY 2016 FY 2017
General Fund
Budget
Requested
77,883
67,651
77,883
67,651
77,883
67,651
77,883
67,651
77,883
67,651
DIVISION JOB TITLE Base Long FICA MERS Health CoPay Dental Other Totals670 CENTRAL GARAGE AUTO MECHANIC I - Requested 41,027 - 3,139 8,720 16,691 (1,040) 1,027 1,226 67,651
670 CENTRAL GARAGE AUTO MECHANIC I - Budgeted 48,950 2,937 3,969 11,028 16,691 (1,040) 1,027 1,226 77,883
East Providence Budget Commission
Memo To:
From:
CC:
Date:
Re:
East Providence Budget Commission
Peter Graczykowski, City Manager
Malcolm Moore, Finance Director Kathleen Waterbury, Human Resources Director Maj. Christopher Parella, Acting Chief of Police
(Revised) 04/24/2013
Request to send two recruits to the July Police Academy
Summary
The East Providence Police Department is seeking to send two (2) recruits to the academy to fill two (2) confirmed vacancies within the Department. The approval request is made to EPBC pursuant to the April 18, 2013 letter from the Director of Revenue reinstating the personnel powers to EPBC.
Background and Explanation
There are currently 93 sworn officers including the Chief and Deputy Chief budgeted in the FY 2013 budget. The Deputy Chief retired on December 31, 2012, which created the first vacancy, as approved by EPBC at its January 31, 2013 meeting, under item S(b), Request to fill Deputy Police Chief Position and Backfills. In August 2013, another Policeman will reach his 60th birthday and will have to retire, per Sec. 11-235 (b) of the City Code, creating the second vacancy.
Upon completion of the recruitment process, 29 successful candidates were identified and ranked for inclusion on the certified eligibility list that is attached for your review and approval. Of the 29 eligible, the top four candidates have been selected for the certification list in accordance with the East Providence Revised Ordinances, Sec. 11-66. Vacancies "If there is more than one vacancy, the board shall certify two names more than the number of existing vacancies".
Accordingly, the City requests that the Budget Commission certify the attached eligibility and certification lists and approves the appointment of the two top-ranked candidates.
Budgetary Impact
The cost to hire both will be $17,993, including testing, uniforms, gear, weapons and ammunition. The FY 2013 salary expense will be $18,000 plus benefits. This would be offset by the savings from the two vacancies. For FY 2014- 2017, there would be at least savings in longevity. The savings are based on budgeted numbers vs. the cost to hire the new recruits.
Expenditures FY2013 FY2014 FY2015 FY2016 FY2017
General (113,796) (13,438) (13,438) (13,438) (13,438) Fund
All Funds
• Page2
W~r#ad~~ DEPARTMENT OF HUMAN RESOURCES
CITY HALL 145 TAUNTON AVENUE
EAST PROVIDENCE, RHODE ISLAND 02914-4505
ELIGIBILITY LIST
TO: CHAIRPERSON BUDGET COMMISSION
EMPLOYMENT LIST: #05-13 EFFECTIVE DATE: ____ _
POSITION: POLICE OFFICER Examination Used: Written/Oral Exam- 100%
Military Points 4/5 Points Residency 5 Points {Maximum}
Rank Order, Name and Score of Successful Candidates: RANK NAME 1. Thomas Davis, East Greenwich, RI 02818 2. Kelly Munger, Newport, RI 02840 3. Matthew Varone, Exeter, RI 02822 4. Keith Riendeau, East Providence, RI 02915 5. Alex Travers, Swansea, MA 02777 6. Steven Fundakowski, North Attleboro, MA 02760 7. Christine Heal, Portsmouth, RI 02872 8. Gregory Parrillo, Shelton, CT 06484 9. Brenton Medeiros, East Providence, RI 02914 10. Zachary Day, Rehoboth, MA 02769 11. John LeDuc, East Providence, RI 02916 12. Timothy Brady, West Warwick, RI 02893 13. Warren Caldwell, Portsmouth, RI 02871 14. Joshua Mason, Harrisville, RI 02830 15. Justin Mowry, East Providence, RI 02914 16. Richard Read, North Providence, RI 02911 17. Brett, Kubiak, Worcester, MA 18. Johan Giraldo, East Providence, RI 02914 19. Michael O'Connell, Cranston, RI 02905 20. Jeffrey Dumont, Central Falls, RI 21. Ryan Murphy, Bellingham, MA 02019 22. Eric Lewandoski, Wyoming, RI 02898 23. Harrison Northup, Wakefield, RI 02879 24. Zeke A. Fortier, Bellingham, MA 02019 25. Shelby Pickering, Warwick, RI 02888
TEL (401) 435-7766
SCORE 143 142 141 139 138 138 137 136 136 136 135 134 134 134 133 133 133 132 132 132 130 130 129 129 128
FAX (401) 435-1920 TDD (401) 431-1633
Rank Order, Name and Score of Successful Candidates: RANK NAME 26. Adrian Restrepo, Providence, RI 02909 27. Rafael Matos, Scituate, RI 02825 28. Gregory Mullery, Warwick, RI 02889 29. Michael Jacome, Narragansett, RI 02882
Page Two Police Officer
SCORE 127 125 122 121
~ l.)xfu)A KATHLEEN WATERBl.JiY HUMAN RESOURCES DIRECTOR
APPROVED: BUDGET COMMISSION
CHAIRPERSON DATE
~~~ad!?~ DEPARTMENT OF HUMAN RESOURCES
CITY HALL 145 TAUNTON AVENUE
EAST PROVIDENCE, RHODE ISLAND 02914-4505
CERTIFICATION LIST
To: CHAIRPERSON BUDGET COMMISSION
Employment List #05-13 Certification #05-13
Position: POLICE OFFICER Number of Vacancies: 2 -=--
According to Section 20-18{c} in the Civil Service Ordinances of the City of East Providence, the following list of certified eligibles is submitted for your consideration:
RANK NAME 1. Kelly Munger, Newport, RI 02840 2. Matthew Varone, Exeter, RI 02822 3. Keith Riendeau, East Providence, RI 02915 4. Alex Travers, Swansea, MA 02777
APPROVED: BUDGET COMMISSION
CHAIRPERSON
TEL (401) 435-7766
SCORE 142 141 139 138
Kathleen Waterbury ~ Human Resources Director
DATE
FAX (401) 435-1920 TDD (401) 431-1633
Apr. 17. 2013 3:42PM
Lieutenant Nelson East Providence Police Department 750 Waterman Avenue East Providence, Rl 02914
RE: Deferment Recruitment
Lieutenant Nelson/East Providence Police Department,
No. 0288 P. 1
·I am writing this letter to request deferment during this current selection process for the East Providence Police Department in regards to the July 2013 Rhode Island Municipal Police Academy. I am asking remain on the two-year hiring list with the department and to be eliglble as a candidate in the future. I would like to thank the department for its time throughout the process and in advance for the consideration in this matter.
Sincerely,
Thomas R. Davis
H P r. L '+· LV I J I L: V :H lVI
Steven Fundakowski 3 HawkinsRd North Attleboro, MA 02760 Aprill8, 2013
Chief Tavares Chief of Police East Providence Police Department 750 Waterman Ave East Providence, RI 02914
Dear Chief Tavares:
1~ u . v rn r . 1
I am writing this letter to request to be deferred to the next round of Police Officer hiring. Currently, I would not be able to attend the Police Academy due to family reasons. However, this would change if I was given the opportunity for future employment. Thank you for your time and consideration.
Sincerely,
1
East Providence Budget Commission
Memo To: East Providence Budget Commission
From: Malcolm Moore, Finance Director
CC: Peter Graczykowski, City Manager
Kathleen Waterbury, HR Director
Date: April 24, 2013
Re: Request to fill the Vacant Group Leader Position with Retiree
Summary
The City is requesting to fill the vacant Group Leader Position in the Treasury Department, using the
75 day rule.
Background and Explanation
The Group Leader retired in January 2013. Until the implementation of the new tax collection system
is in place, it is requested to bring back the retired Group Leader under the 75 day rule. At the
completing of the implementation, an assessment will be made to determine if the Group Leader
position will be needed going forward.
Budgetary Impact
There is a savings of $47,898 by utilizing the 75 day rule. It is our expectation that the actual days
needed would be less than 75.
Expenditures FY 2013 FY 2014 FY 2015 FY 2016 FY 2017
General Fund
Budget
Paid thru Jan
75 Day Rule
83,023
20,756
14,370
??
??
??
??
DIVISION JOB TITLE Base Long FICA MERS Health CoPay Dental Other Total270 Budget TREASURY GROUP LEADER 46,275 4,165 3,859 10,720 16,691 (1,040) 1,027 1,326 83,023
Paid thru Jan (3 months) 11,569 1,041 965 2,680 4,173 (260) 257 332 20,756 75 Day rule 13,348 1,021 14,370 Savings 47,898
Memo To: East Providence Budget Commission
From: Kim Mercer, Superintendent
CC: East Providence School Committee
Peter Graczykowski, City Manager
Malcolm Moore, Finance Director
Kat Waterbury, HR Director
Date: April24, 2013
East Providence Budget Commission
Re: Request to post and fill Director of Pupil Personnel Services
Summary
The East Providence School Department requests to post and fill the position Director of Pupil Personnel Services.
Background and Explanation
The Director of Pupil Personnel Services plays a vital role in the school district. For this reason this position needs to be filled by a full-time permanent employee. This position has been filled by an interim retired administrator since May 17,2010. To be in compliance with Title 16-16-24 which states, the employer must make a "good faith effort" to fill the position with a non-retried employee, the East Providence School Department will advertise this position as required by statute.
Budgetary Impact
The Directors salary has been reduced but the associated benefits have increased disproportionately. The deficit is offset by the savings in the Director of Education position.
Expenditures F¥2013 F¥2014 F¥2015 F¥2016 F¥2017
General Fund
Budget 125,951 125,951 125,951 125,951 125,951
Requested 138,662 138,662 138,662 138,662 138,662
!TITLE .. ~ I Total Salary J MED/FICA I Pension I Health/Dental J · Co Pay I Total I INTERIM DIRECTOR OF PUPIL PERSONNEL 117,000 8,951 - 125,951
DIRECTOR OF PUPIL PERSONNEL 108,000 1,566 15,131 17,326 (3,361) 138,662
Page 1 of 3
City of East Providence Budget Commission
City Hall
145 Taunton Avenue
East Providence, RI 02914
(401) 435-7500
Meeting Minutes March 28, 2013
3:00 PM Room 306, City Hall
Working Session 3:00 PM
Meeting Minutes March 28, 2013
Room 306, City Hall
Members: Diane Brennan – present
Michael O’Keefe – present
Stephen Bannon – present
Peter Graczykowski, City Manager - present
James Briden, Mayor – present
Other Attendees: Governor Lincoln Chafee
Rosemary Booth Gallogly, Director of Revenue
Christy Healey, Deputy Director of Revenue
Robert Eaton, Budget Commission Fiscal Advisor
Kat Waterbury, Human Resource Director
Heather Martino, Interim Human Resource Director
Malcolm Moore, Finance Director
John Cimino, Interim Finance Director
John DeGoes, Interim Superintendent
Kim Mercer, Superintendent
Joel Monteiro, School Committee Chair
Members of the Public
The Meeting was called to order at 3:04 PM.
Item #1: East Providence Budget Commission accomplishments and recommendation to
continue delegation of authority – Diane Brennan.
Governor Lincoln Chafee began by expressing his gratitude to the volunteer Budget Commission
members, Chairperson Diane Brennan, Michael O’Keefe, and Stephen Bannon. He also
expressed his thanks to the other Commission members City Manager Peter Graczykowski,
Mayor Jim Briden, and former Mayor Bruce Rogers.
Governor Chafee stated that it was a great precedent that the Commission voted unanimously in
all votes which is a testament to the working relationship between the State and City. Governor
Chafee touched on brief highlights as to the reasons why the State became involved in East
Providence and some of the accomplishments. Director of Revenue Rosemary Booth Gallogly
Page 2 of 3
continued by stating the most important accomplishments of the Commission were adopting a
balanced 5-year budget plan, creating the Budget Reserve Fund, and stabilizing the credit rating
from a negative outlook to a positive outlook. Director Gallogly stated the full list of
accomplishments is outlined in the letter included in the packet for the meeting.
Mayor Jim Briden presented Governor Chafee with a Citation on behalf of the City of East
Providence thanking him for his efforts in stabilizing the finances of the City.
Item #2: Review and approval of Tentative Collective Bargaining Agreement with Police,
Fire, and Council 94 – Joe Whalen.
Chair Brennan states that at this time only the Tentative Collective Bargaining Agreement for
Council 94 is ready to be approved by the Commission. The Commission approves it
unanimously 5-0.
Item #3: Resolution of approval of TANs – Malcolm Moore.
Finance Director Malcolm Moore stated that this resolution was to draw down the final amount
in TANS for the fiscal year. He stated that the final draw was less than the original $5 million
required and that the total amount of TANS for FY 2013 will be $19,790,000 which is less than
the originally anticipated $22,000,000. Director Moore stated that the interest rates have gone
down with the final TANS interest rate being 2.95%. The Budget Commission approves the
resolution unanimously.
Item #4: Second Reading and Approval of Amended Rainy Day Fund Ordinance
previously adopted by the East Providence Budget Commission May 31, 2012.
The Budget Commission approves unanimously.
Item #5: Review of payments, procurements, and personnel actions since February 28,
2013 – Peter Graczykowski and John DeGoes.
City Manager Peter Graczykowski states the City Council has approved two bids for the ERP
Financial Software and a Municipal Compost Screener. The payments made by the City and
School since the last Budget Commission meeting on February 28, 2013 are reviewed and
approved. The personnel action items of hiring two middle managers in the Human Resources
Department and an emergency hire at the Early Childhood Coordinator are reviewed and
approved. The stipends paid to the Finance Dept. as part of a previous Memorandum of
Agreement (MOA) approved by the Budget Commission in May of 2012 was reviewed and
approved.
Item #6: Review of City Council Minutes from March 5, 2013.
The Commission reviewed the minutes and made no actions.
Item #7: Approval of Budget Commission Minutes from February 28, 2013.
Page 3 of 3
The Commission approved the minutes from February 28, 2013.
Mayor Jim Briden presents the volunteer Budget Commission members, Director of Revenue
Gallogly, and staff members from the State with Citations thanking them for their work in
helping to restore financial stability to the City.
Director Gallogly states that Michael O’Keefe is resigning as his position on the Budget
Commission and will be replaced by Deputy Director of Revenue Christy Healey. She explains
that the Commission will remain in place until the Administrative and Finance Officer (AFO) is
appointed. The Commission will no longer meet, but be in an advisory status until the AFO is
appointed.
The meeting is adjourned at 3:29 PM.
EPBC/re