3.2. SR 12-13-2004
Item # 3.2.
City of
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MEMORANDUM
TO:
Mayor and City Council
FROM:
Personnel Committee:
Joan Schmidt
Bruce West
Dave Potvin
Lauren Wipper
Lori Johnson
DATE:
December 13, 2004
SUBJECT:
Personnel Committee Recommendations
The Personnel Committee met recendy to evaluate two existing positions and four new positions.
Each of these positions satisfied the criteria for review. Review of the existing positions included
completion of Job Analysis Questionnaire GAQJ by each employee and review and approval of the
new position profile by both the employee and his or her supervisor. Analysis of the new positions
included reviewing the position description, comparing the position to similar positions in other
cities, and estimating where the position best fits in the city's pay plan.
As you know, the Personnel Committee does nor make pay recommendations; all pay
recommendations are made by the City Administrator. Instead of attaching a separate memo with
these pay recommendations, they are included in this memo in italics following the pay grade data.
The following are the recommendations of the Personnel Committee along with the pay
recommendations where applicable:
Existing Positions:
Position Current Recommended
Senior Citizen Programmer
Point Value not assigned 56
Pay Grade not assigned 6
Pay $13.24/ hr. $15.46/ hr.
(personnel Committee recommends retroactive pay increase to October 4, 2004, due to
delay in reviewing position. City Administrator concurs.)
s: \ Council\Lori\2004 \ PersonnelComm 121304.doc
Position Current
Lead Wastewater Treatment Operator
Point Value
Pay Grade
Pay
Recommended
67
10
$22.28/ hr.
70
11
$23.45/hr.
New Positions:
IT Support Specialist
Point Value
Pay Grade
Hiring Range
to be determined following completion of JAQ within 12 months
to be determined following completion ofJAQ within 12 months
$15.00/hr. to $20.00/hr.
A recommendation from Bob Pearson, IT Coordinator, to fill this position is also on the
agenda for Council consideration.
Accountant
Point Value
Pay Grade
Hiring Range
to be determined following completion of JAQ within 12 months
to be determined following completion ofJAQ within 12 months
$41,000 to $50,000 per year
Human Resource Representative
Point Value to be determined following completion ofJAQ within 12 months
Pay Grade to be determined following completion of JAQ within 12 months
Hiring Range $41,261.39 to $54,297.18 per year (pay Grade IE)
Recommend promotion of Lauren Wipper from Payroll Clerk to Human Resource
Representative effective December 14, 2004, based on Council action November 22, 2004.
Pay
$47,779.28 (Pay Grade IE, Step C)
(Note: A recommendation to promote from within to fill the Payroll Clerk position will be
forthcoming. However, the existing Payroll Clerk position description will be revised to
eliminate the human resource functions previously included.)
Community Development Director
Point Value to be determined following completion of JAQ within 12 months
Pay Grade to be determined following completion ofJAQ within 12 months
Hiring Range $65,000 to 75,000 per year
This position is still somewhat in flux so it was difficult for the Personnel Committee to
define with certainty the relationship this position will have with the directors of the three
divisions this position will supervise. The position duties and responsibilities of this position
may change depending upon whether it is filled by promotion from within or with an
external candidate. The Committee also discussed reviewing the existing three director
s: \ Council\Lori\2004 \ PersonnelComm 121304.doc
positions within one year after filling the Community Development Director position. This
is consistent with the action plan for the Parks and Recreation department positions
following the addition of a Parks and Recreation Director. The above hiring range
recommendation is based on the information currendy available to the Committee and the
Committee's assumptions on how this position will fit in the City's structure. The
Committee will respond to direction from the Council on reviewing existing positions.
Finally, this item was placed on the consent agenda because it is being acted on at a work session. If
you would like a presentation on the item or if you have any questions, the item should be pulled
from the consent agenda and moved to the administration portion of the agenda. At least one
member of the Personnel Committee will be in attendance at the meeting to make a presentation if
requested and to answer any questions you may have. Also, if you would like a copy of the IT
Support Specialist or Accountant position descriptions, please contact Lori or Lauren. The Human
Resource Representative and Community Development Director position descriptions were
approved by the Council last month.
Action Requested
The Council is asked to consider the Personnel Committee recommendations and City
Administrator pay recommendations listed above. Again, this item should be pulled from the
consent agenda if the Council wishes to discuss any of these recommendations in more detail. The
recommendations may be acted on individually if this is pulled from the consent agenda or in total
on the consent agenda if the Council is in agreement with all recommendations.
s: \ Counci1\Lori\2004 \PersonnelComm 121304.doc
INFORMATION
PERSONNEL COMMITTEE OVERVIEW
October 10, 2001
THE PAY EQUITY LAW
. The Minnesota Legislature approved the Local Government Pay Equity Act in 1984.
(partially in response to high wages demanded by police unions.)
. In summary, the pay equity law requires equal pay for equal work.
. Determining equal pay for equal work requires a job evaluation system to determine
relationship of jobs to one another.
. Requires that all jurisdictions file pay equity reports with the Department of Employee
Relations (DOER) every three years. (SubsequentlY changed to five years)
. DOER has developed a complex (but flawed) formula to derermine compliance with the
Act.
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.
s: \ Council\Lori\2004 \ PersonnelComm 121304.doc
WHAT ROLE DOES PC PLAY IN DETERMINING POINT VALUE?
. PC determines if position meets criteria for review.
· PC determines if a job analysis questionnaire GAQ) 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 firm 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.
THINGS THE COMMITTEE DOES NOT DO
. The PC does NOT make pay recommendations for individual positions.
. 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.
s: \ Council\Lori\2004 \ PersonnelComm 121304.doc
INFORMATION
PERSONNEL COMMITTEE OVERVIEW
October 10, 2001
THE PAY EQUITY LAW
. The Minnesota Legislature approved the Local Government Pay Equity Act in 1984.
(partially in response to high wages demanded by police unions.)
. In summary, the pay equity law requires equal pay for equal work.
. Determining equal pay for equal work requires a job evaluation system to determine
relationship of jobs to one another.
. Requires that all jurisdictions file pay equity reports with the Department of Employee
Relations (DOER) every three years. (Subsequently changed tofiveyears)
. DOER has developed a complex (but flawed) formula to determine compliance with the
Act.
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.
s: \ Council\Lori\2004 \PersonnelComm 121304.doc
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 tbe position
prome can be adjusted.
. PC sends information to consulting finn.
o Consulting firm uses computer program developed by Control Data.
o I\1AI\1A (an association of metro cities) developed tbe point values for each task
based on input from many city employees in each position.
o Consulting firm sends back a position prome and point value.
. PC reviews position pro me for accuracy.
. PC recommends point value to Council.
. PC respects confidentiality of employee issues at all times.
THINGS THE COMMITIEE DOES NOT DO
. The PC does NOT make pay recommendations for individual positions.
. 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.
$: \ Couocil\Lori\2004 \ PersonnelComm 121304.doc