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4.6. SR 05-17-2004MEMORANDUM TO: Mayor and City Council FROM: Personnel Committee: Joan Schmidt Bruce West Dave Potvin Lori Johnson DATE: May 17, 2004 SUBJECT: Consider Personnel Committee Recommendations Item 4.6. The Personnel Committee has reviewed several positions lately and is prepared to make recommendations to the City Council based on the results of job analysis questionnaires (jAQ) completed by each of these employees. Each of these positions meets the city's criteria for review. Below is a list of 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 reviewed by the Committee is attached. Position Reviewed Reason Committee Recommendation · Environmental Assistant One Year Review 74 points Pay Grade 1E; $41,932.31 to $55,180.06 ~dd#i//o,a/ Comme,/s: Rebecca Haug started as the Environmental Assistant on August 13, 2002. The Personnel Committee started the review process for this position in July 2003 which is the standard timeframe for review of new positions. The initial jAQ completed by Rebecca was submitted to PDI (the consulting firm) in August 2003. However, PDI encountered some computer problems when processing the jAQ. In the end, the position profile went through several revisions both by PDI and by Rebecca and her supervisor Steve Rohlf before the final position profile was received by the Personnel Committee in December, 2003. The Committee completed a more thorough review than normal to make sure that everything was correct given the many revisions that had been made to the position profile. Unfortunately, the process to review her position took much longer than normal. However, the Committee understood that an agreement had been made with Rebecca at the time of hire that she would receive a pay increase on July 1, 2003. As you know, the Personnel Committee does not make pay recommendations; however, the Committee fully supports retroactive pay for this position because of the hiring agreement and of the delay in the Personnel Committee's S:\Council~Lori~2OO4~PcrsonnelComm051704.doc recommendation due to the issues with her jAQ and position profile. Attached is a memo from City Administrator Pat Klaers with a recommendation on Rebecca's pay. Ice Arena Maintenance Supervisor Significant Change in Job Duties No change Points Remain at 58 Pay Grade 7; $12.92 to $18.36 per hour · Payroll Clerk Significant Change In Job Duties No change Review again in six months to one year due to additional human resource duties and responsibilities to be added. · IT Coordinator One Year Review No change Review again in six months to one year. /tddi/iona/ Comments: Bob Pearson has been in this position for just over two years, and he completed a 0AQ) last year. However, due to the magnitude of the IT Coordinator's duties and responsibilities related to the public safety and city hall building projects, it has been difficult to get a clear understanding of the scope of this position which, in turn, makes it very difficult to determine a point value. Also, the addition of a PC technician or assistant for Bob will change the nature of his duties. For those reasons, the Committee is recommending that this position be reviewed again later this year. Finally, as you know, there are several other positions the Personnel Committee is reviewing, including building inspectors. The building inspectors turned in their questionnaires on May 10, and they were immediately submitted to PDI. Once the Committee receives the results, it will focus on pay plan analysis with the intention of providing options or recommendations to the Council later this summer. Action Requested The City Council is asked to consider the Personnel Committee recommendations as listed above. S: ~Council\Lori\ 2004~PersonnclComm051704.doc PERSONNEL COMMITTEE OVERVIEW WHEN DOES THE PERSONNEL COMMITTEE REVIEW A POSITION? 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. POSITION VALUE/POINT RANKING City uses PDI as its consultant and uses the system developed by an association of many Minnesota cities. Point Values 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 a position's point value: 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 WHAT ROLE DOES PC PLAY IN DETERMINING POINT VALUE? · PC determines if position meets criteria for review. · PC determines if a job analysis questionnaire 0AQ) needs to be completed or if the existing 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 firm sends back a position profile and point value. PC reviews position profile for accuracy after initial review by department head. PC recommends point value and associated pay grade to Council. OTHER The PC does not make actual pay recommendations for an employee or position. · The PC does not make cost of living adjustment (COLA) recommendations. · The PC does not let personal biases influence decisions. · The PC does not make arbitrary decisions. P, Sver TO: FROM: DATE: SUBJECT: MEMORANDUM Mayor and City Council Pat Klaers, City Administrator May 17, 2004 Consider Personnel Committee Recommendations Item 4.6. Typically an employee in a new position will have a wage established for hiring purposes. After one year, a job analysis questionnaire 0AQ) will then be completed. The city waits for one year to have the jAQ completed so that everyone has a clear understanding of the tasks and responsibilities of the position. Environmental Assistant Rebecca Haug has recently completed a jAQ. Rebecca was hired in August 2002 and, at that time, it was indicated to her that her pay grade would be established based on completing a jAQ and establishing a comparable worth ranking in July 2003. If this was not accomplished by that date, then wages would be retroactive (see attached employment letter). This July 2003 goal was not achieved. The jAQ was not completed until later in 2003. Accordingly, retroactive pay now needs to be given to Rebecca Haug per her employment letter. The Personnel Committee's recommendation is that Rebecca be in Pay Grade 1E. This is an exempt position. In 2002 she was paid above what was then pay level A of Grade 1E. In July 2003 she should have been above pay level B of Grade 1E and this upcoming summer she will go to above pay level C of Grade 1E. At this time Rebecca's wage needs to be established and a retro payment needs to be made. Recommendation It is recommended that Rebecca's wage be established immediately at $46,719.02 with an adjustment to $50,030.96 on July 1, 2004. (This July 2004 amount is about at the mid point between pay levels C and D of Grade 1E.) Additionally it is recommended that Rebecca receive retro pay to July 1, 2003, (approximately $2,650) based on her placement in pay grade 1E. S: ~Council~Pat~ 2004\ PersonnelCommltaug. doc Elkk - MEMORANDUM TO: Mayor and City Council FROM: Stephen Rohlf, Building and Zoning Administrator DATE: August 12, 2002 SUBJECT: Consider hiring Rebecca Haug as Enviror~mental Assistant Staff received 29 applications for the position of Environmental Assistant with the Building and Zoning Department and was very pleased with the qualifications of the applicants. Four applicants were interviewed and two very acceptable candidates emerged. Staff is recommending Rebecca Haug be hired for the position of Environmental Assi,.stant. Ms. Haug has a Bachelor of Science degree in Biology and Environmental Studies from St. Cloud State University. She worked for approximately one year for Benton County as an Environmental Technician. Since March of 1999 she has been employed by Sherburne County as an Environmental Specialist, dealing with the same duties as the city's Environmental Assistant position. Rebecca has a Class II Waste Disposal Facility Inspector Certification (landfall inspector) and On-site Sewage Treatment Inspector License (septic systems) through the State of Minnesota. Ms. Haug has receive8 formal training regarding shoreland and floodplain rules ' and is qualified to do wetland delineations. Staff recommends the city hire Rebecca Haug as an Environmental Assistant under the following conditions: Starting date - August 13, 2002. Exempt employee. Starting salary $41,000/year. Normal cost of living increase in January of 2003. Orientation period ends on February 13, 2003. *Based on a fully competent performance review, Ms. Haug w/il receive a step,. increase effective July 1, 2003. The salary range the step increase fits into will be based on a comparable worth study for this position. *The duties of the Environmental Assistant are different enough from other past si~rdlar positions that staff is recommend~g a comparable worth study on it be conducted. The study will determine the ultimate salary range of this position. This comp,~able worth study may or may not be completed in time for July's step increases. Sta£fis recommending that Ms. Haug's step increase is made retroactive to July's step increase, if the comparable worth study is not done in time. As a condition of her hiring, Ms. Haug has requested August 23 and 26 off. She has plans to take a trip to the Boundary Waters ~vith her husband. Since she will not have enough vacation lSax2e at that point, these days will be leave without pay.