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4.5. SR 03-15-2004MEMORANDUM TO: Mayor and City Council FROM: Personnel Committee Joan Schmidt Dave Potvin Bruce West Lori Johnson DATE: March 12, 2004 SUBJECT: Consider Personnel Committee Recommendations Item 4.5. The Personnel Committee received a request to again review the proposed park and recreation director position description to determine where it fits in the City's pay plan. In addition to the park and recreation director position, there are a few other positions that have been reviewed by the Committee but have not been presented to the Council for formal approval; those positions have been included in this memo for Council consideration. Further, there are several positions currently under revie~v that will be coming to the Council for approval in the next few months. Those are listed at the end of the memo for informational purposes only. Below is a list of the positions reviewed, the reason for the review, and the Committee's recommendation for each position. For your reference, background information on how the positions are revie~ved by the Committee is attached. Recommendations requiring Council action: Position Reviewed Reason Committee Recommendation(s) · Park & Recreation Director New Pay grade 7E; $53,569.96 to $70,494.42 Exact point value to be determined after a job analysis questionnaire (jAQ) is completed jAQ to be completed after employee has been in position for one year Additional comments: The Personnel Committee also reviewed this position in 2001; however, no action xvas taken at that time because the position was not yet approved by the Council. The Committee's recommendation in this memo is based on the position description recently approved by the Park and Recreation Commission. In addition, the Committee reviewed the PDI job description and benchmark point value for this position as well as reviewing data from other cities. (PDI is the name of the job evaluation system used by the City.) The current recommendation of pay grade 7E is identical to the Committee's recommendation made in 2001. At that time the Committee's expressed concerns about the positions that will be supervised by the park and recreation director; those concerns remain and will need to be addressed. Several of these positions are now department head positions but may become division head positions when the park and recreation director is hired. As a result, there may be a substantial change in job duties to some positions. The Committee is interested in input from the Council how to address these positions. · Building Maintenance Asst. New Pay grade 8; $13.60/hr. to $19.33/hr. Exact point value to be determined after a job analysis questionnaire 0^O.) is completed jAQ to be completed after employee has been in position for one year · Building Maintenance New Pay grade 9; $14.31/hr. to $20.35/hr. Supervisor (Interim adjustment until final review is complete) Exact point value to be determined after a job analysis questionnaire 0AQ) is completed jAQ currently being completed by Gary Lore Additional comments: Gary Lore transferred to the building maintenance supervisor position in 2003 from a maintenance 1 position. Therefore, he is currently classified at pay grade 8. Although the Committee does not make pay recommendations, the Committee feels that a pay adjustment may be appropriate now that an assistant is being hired. The pay review/adjustment could be made when the final pay grade for the building maintenance supervisor position is determined or when the building maintenance assistant is hired. .City. Prosecutor One Year Review jAQ completed by Chris Johnson Original Pay Grade 9E Original Point Value - not assigned Recommended point value 104 Recommended Pay Grade 9E Positions currently under review with no Council action required: Position Under Review Environmental Technician IT Coordinator Legal Secretary Payroll Clerk Ice Arena Maintenance Supervisor Building Inspector Lead Building Inspector Lead Plumbing Inspector Reason One year review One year revie~v One year review Significant change in job duties Significant change in job duties Council request Council request Council request Finally, Lori Johnson will be present at Monday's meeting to address any questions you may have about the Committee's recommendations. If you need additional information or have questions prior to the meeting, you may contact any member of the Committee. Action Requested The Council is asked to consider the Personnel Committee recommendations as listed above. Action may be taken individually on each position with individual motions or one motion may be made to approve all recommendations if the Council is in agreement with the Committee's recommendations. I ver MEMORANDUM TO: FROM: DATE: SUBJECT: Michele McPherson Personnel Committee - Sandy Peine, Dave Potvin, Bruce West, Lori Johnson April 3, 2002 Park and Recreation Director As requested, the Personnel Committee has reviewed the proposed Park and Recreation Director position to determine its placement in the City's pay structure. The Committee's review was based on the proposed position description and the assumption that the Park and Recreation Director will have responsibility for all aspects of the City's park and recreation programs including park maintenance and planning as well as direct oversight of the recreation, ice arena, and senior citizen departments. Minimum requirements for this position include a bachelor's degree in a related field and five years of demonstrated experience. Data from other cities was also used to determine where this position should fit into the City's pay plan. Based on the above information, the Committee recommends that this position fall in pay grade 7E (currently $50,494.83 to $66,447.75 per year). Consistent with past practice, the Committee did not assign a point value and recommends that the position be reviewed within one year of being filled. The Committee will present its recommendation to the City Council for consideration once this position has been approved. Of course, any changes made to the position description prior to final approval will need to be reviewed by the Personnel Committee to ensure that the Committee's recommendation reflects the changes. Finally, the Committee also discussed, at length, the fact that other positions will be affected by the addition of this new department head position. Any current supervisory or department head position that will be supervised by the park and recreation director and possibly the positions currently overseeing other duties that will be transferred to the park and recreation director may have corresponding changes made to their position descriptions. The Committee did not attempt to determine what those changes may be or how they would affect current employees, but wanted everyone to be aware of this issue so it can be addressed. PERSONNEL COMMITTEE OVERVIEW POSITION VALUE/POINT RANKING Point Rankings are based on three components: o Complexity of tasks 40% o Importance* 30% o Unfavorable conditions 30% *Importance of the position to the City as a whole and within the department The following are NOT considered when determining Point Rankings: o Educational requirements of position o Education level of employee o Department staff size or number of employees supervised o Size of department budget o Employee longevity o Employee performance WHEN IS A POSITION REVIEWED? One of the following criteria must be met before the PC will consider reviewing a position: o Substantial change in job duties. · Employee's department head must submit the review request. o New position. o Department head position with new employee in position. o Council request. WHAT ROLE DOES PC PLAY IN DETERMINING POINT VALUE? · PC determines if position meets criteria for review. · PC determines if a job analysis questionnaire (JAQ) needs to be completed or if the position profile can be adjusted. · PC sends information to consulting firm. o Consulting firm uses computer program developed by Control Data. o MAMA (an association of metro cities) developed the point values for each task based on input from many city employees in each position. o Consulting fm-n sends back a position profile and point value. · PC reviews position profile for accuracy. · PC recommends point value to Council. · PC respects confidentiality of employee issues at all times.