4.7. SR 10-06-1997~..~ty of
iver
MEMORANDUM
Item #4.7.
TO:
FROM:
DATE:
SUBJECT:
Mayor & City Council
Lori Johnson, Asst. City Administrator/
Finance Director
October 6, 1997
Consider Becoming Employer of
Certain Community Recreation
Employees
City staff has recently received a request from the Community Recreation
Board asking that the city consider serving as employer for two of its three
employees. These two employees, the Secretary and Recreation Program
Supervisor, are currently employees of the City of Otsego; Recreation
Director JeffAsfahl is a School District employee. Attached are the
Community Recreation Board minutes from the September 15 meeting at
which time the board made a motion directing Jeff to approach the City of
Elk River for payroll services. Also attached is a letter from Jeff to the Mayor
and City Council which explains why the Board is making this request.
In previous conversations with Jeff, I have indicated to him that
administratively it is very easy to incorporate these two employees into the
city's payroll. However, there are some other minor issues which need to be
discussed, mainly by the Community Recreation Board. Some of these items
include:
· Benefits and Personnel Policy- These employees are currently receiving
benefits (vacation, sick, and holiday leave, health, dental and life
insurance, and etc.) based on Otsego's personnel policy. Elk River's
benefits and policies may be different in many areas so the Board will need
to determine how these employees will fit in to Elk River's policies.
Obviously, it would be easiest if the Rec. employees had the same benefits
and policies as other city employees, but we will work with whatever the
Board approves.
· Billing for Services - The city will bill Community Recreation at least
monthly for its payroll costs. The billing will include added costs for
worker's compensation.
13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · TDD & Phone: (612) 441-7420 · Fax: (612) 441-7425
Other - If this request is approved, these employees will need to be
included for purposes of pay equity reporting, health insurance employee
count, and the city becomes responsible for the actions of the employees.
If the Council approves this request, city staff will work with Community
Recreation and the City of Otsego to ensure a smooth transition as these two
individuals become City of Elk River employees. There are numerous
administrative details which will be worked out among the three
organizations prior to changing the employer, but no problems or issues are
expected. If approved, it is anticipated that the change will take place
effective November 1, 1997.
Finally, as you know, Councilmember Holmgren is a member of the
Community Recreation Board. He is in support of this request and can
provide input from the Board's perspective. As was stated earlier, adding two
employees to our payroll can be accomplished very easily.
Action Requested
The Council is asked to consider becoming the employer of the Secretary and
Recreation Program Supervisor for Community Recreation effective
November 1, 1997, or a future date as agreed to by all parties.
k\elkriver\sys\shrdoc\council\crempcit.doc
COMMUNITY RECREATION BOARD
Minutes Fr. 9/15/97
Attendance: Staff: J. Asfahl- Comm. Rec., C. Blesener & C. McNaughton-Commers Dist. 728 Com. Education
Community Representatives: Doug Thompson - Hassan, Gary Eitel - City of Rogers, Mark Beming - City of Otsego,
Roger Holmgren - City of Elk River, Sandy Borders - City of Dayton,
Community Representatives absent: Livonia
- The meeting was called to order at 12:00 by Roger Holmgren.
A. Routine matters:
1 .) A_DDroval of 0ast minute~: On a motion by, Mark Beming, seconded by Doug Thompson the minutes from August 18,
1997 were approved. Motion carried.
2.) Agenda changes/additions: Chair R. Holmgren asked us to first cover agenda items B.2 and B.3 before we address
item B.1.
3.) Staff Reports: JA reviewed the staff reports as presented with the agenda packets.
B. Items of Information I Discussion:
B.2) Consider Dayroll administration change: J. Asfahl asked the Board to consider making a change in our payroll and
benefits service for or programs Secretary and Recreation Program supervisor positions. They are currently being payed
by the city of Otsego.
On a motion by Gary Eitel, seconded by Roger Holmgren, J. Asfahl was directed to request the city of Elk River to
become the payroll and benefits agent for our programs' Secretary and Recreation Program Supervisor positions. Motion
Carried.
c~.3) Review 0rogram fee data: As requested at the August meeting J. Asfahl reviewed the summer of '97 program
revenues/expense and fee information related to the programs that the Recreation office administers.
B.I~ Discuss Otsego C0ncem: The Recreation Board listened to the concern as reported by Mark Beming. Doug
Thompson also shared similar concem from Hassan about the dse in cost of the program. There was no action
determined.
B.4) Review new budget codes: Tabled.
The meeting adjourned at 1:20 pm on a motion by D. Thompson, seconded by Gary Eitel. Motion Carried.
Next regular meeting: Monday October 20, 1997.
Respectfully Submitted,
September 18, 1997
To: Mayor and Council
Fr: Jeff Asfahl
Re: Payroll Admin~str' ' ' ation For Community Recreation Staff
On September 15, 1997 the Recreation Board directed me to request the city of Elk River to consider
being the payroll and benefits agent for our programs' Secretarial and Recreation Program
Supervisor position (2 persons total). Considering that these positions are currently paid by the city of
Otsego, the Recreation Board viewed this as necessary considering the potential loss of Otsego as a
'oint Powers program partner.
I reported this verbally as part of my report to the Council on Monday September 15th and mentioned
that I would be working with Lori Johnson on the various technicalities and that a recommendation
would be forth coming.
Thank you for you consideration and support of the Community Recreation program!
c: L. Johnson