Consideration and Adoption of Resolution No. 2014-39 and Ordinance No. 2014-32:  Amending the Employee Handbook of Regulations and Flagstaff City Code by adopting those amendments as shown in "2014 Addendum 6 of the Employee Handbook of Regulations" relating to the Employee Advisory Committee (Employee Advisory Committee election terms; updates)

The amendments to the Employee Handbook of Regulations and Flagstaff City Code relating to the Employee Advisory Committee include:

• Clarifying the EAC makes recommendations to the City Manager;
• Ratifying the 2014 election results and two-year terms;
• Aligning the structure of the EAC to reflect the current organizational structure;
• Moving the election time frame closer to the beginning of the fiscal year and staggering representative terms by allowing a new two-year term from the date of election versus completing the remaining two-year term;
• Clarifying the EAC may choose to meet less frequently than twice per month with a majority vote, the co-chairs may call a special meeting without a majority vote and an EAC designee may present information to City Council in addition to an EAC co-chair;
• Creating notice and procedures for meetings; and
• Simplifying what is considered hours worked. 

None.

Effective governance.

Resolution No. 2014-39 (declaring a public record) was read on December 16, 2014, along with first reading of Ordinance No. 2014-32.

Option 1:  Support the changes requested by the Employee Advisory Committee.
Option 2:  Support some of the changes recommended by the Employee Advisory Committee.
Option 3:  Request other changes to be incorporated into the ordinance.
Option 4:  Maintain the current ordinance as written and do not adopt any changes.

The Employee Advisory Committee has been in existence since February, 1992, and has served the organization and its employees for 22 years.  Since its inception, there have been numerous changes in the City’s organizational structure and in the structure of the Committee. 
 
The Employee Advisory Committee has been an organizational tool used in bringing forward issues of concern and interest to City of Flagstaff employees and has forged a collaborative working relationship with City Divisions and management staff.

The City of Flagstaff reorganized its organizational structure in July 2013, prompting the Employee Advisory Committee to review its established structure. 

In an effort to encourage participation, the Employee Advisory Committee is recommending a reduced term and are aligning it closely with the fiscal year to eliminate changing of EAC co-chairs in the middle of the budget process. 

The new structure and provisions for the Employee Advisory Committee has been reviewed, approved and recommended by the current Employee Advisory Committee who wishes to make these changes based on current organizational structure.

The City of Flagstaff’s Leadership Team has also reviewed the proposed changes as part of the agenda review process.

The new provisions can be summarized as follows:

• Clarifying the EAC makes recommendations to the City Manager since it was unclear in the purpose statement.
• Aligning the structure of the EAC to reflect the current organizational structure by removing the Community Enrichment Service Division, moving the Recreation Section to the Public Works Division and moving the Library Section to the Management Services Division.
• Reducing the term of the Employee Advisory Committee representative from three to two years; 
• Moving the election time frame closer to the beginning of the fiscal year with elections being held by July 15th with terms starting on August 1st.  Additionally, elections for special appointments (i.e. co-chair, minute taker, compensation committee, budget team, etc.) are completed during the second meeting in August.  Orientation for the newly elected EAC representatives will be held between August and November rather than October to January.
• Staggering representative terms by allowing a new two-year term from the date of election versus completing the remaining two-year term.
• Clarifying if a co-chair leaves mid-term, a newly elected co-chair will finish the remaining months of the original co-chair's twelve month term.
• Clarifying the EAC may choose to meet less frequently than twice per month with a majority vote, the co-chairs may call a special meeting without a majority vote and an EAC designee may present information to City Council in addition to an EAC co-chair.
• Creating notice and procedures for meetings.
• Simplifying what is considered hours worked.

Inform.