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4.3. SR 07-16-2018 EGty1� ,.,�� Request for Action River To Item Number Mayor and City Council 4.3 Agenda Section Meeting Date Prepared by Consent July 16, 2018 Lauren Wipper, Human Resource Representative Item Description Reviewed by Compensation Plan Update Lori Ziemer, Finance Director Reviewed by Cal Portner, City Administrator Action Requested Approve the following, by motion: • Updated Compensation Plan—effective June 24, 2018 • Change the title of Executive Secretary/Deputy City Clerk to Deputy Clerk • Change the positions of Senior Citizen Coordinator, Support Services Supervisor, Recreation Coordinator, and Recreation Administrative Coordinator to Exempt in accordance with the Fair Labor Standards Act. • Eliminate the Office Assistant (building) position and add a Building Permit Technician position • Code Enforcement Officer position description • Human Resources Manager position description Background/Discussion Our compensation plan was created in 2006 and implemented on January 1, 2007. As positions are added and removed and the labor market changes,it is customary pay plans be reviewed and updated if necessary. Over the past several months we have completed a review of the city's positions and our plan. Compensation plans are extremely important for public sector entities because of the Minnesota Pay Equity Act,which requires frequent reporting of salary information and conformance. The plan matrix defines internal equity between positions. The plan was designed by consultant Rod Kelsey of Riley, Dettmann&Kelsey LLC and is based on five factors: Formal Preparation and Experience,Decision Making Impact,Thinking Challenges and Problem Solving,Interactions and Communications, and Work Environment. This plan was intended to be self- managed by HR staff and has worked well for the past 10 years. Although all positions are reviewed and tested with the external market before filling vacancies, many positions have not been reviewed during this period. The city administrator and human resources representative reviewed each position and the job factors as they relate to the position. Department directors and division managers also reviewed the data and expressed their observations. A compensation committee including Mayor Dietz, Council Member Westgaard, the police chief, and finance director also reviewed and recommended the updated plan. The Elk River Vision A PehoMing community 2a itb revolutionary and spirited resourcefulness, exceptional POWERED By service, and community engagement that encourages and inspires prosperity INAMIRE1 A benchmarking survey was completed using the comparable cities that we have been using for several years and use with each of our three labor unions;Andover,Anoka, Champlin, Chaska, Farmington, Forest Lake, Hastings, Lino Lakes, Prior Lake, Ramsey, Rosemount, and Savage. There were a few positions that were benchmarked outside of our comparable cities because there wasn't sufficient data. The economic development director and chief wastewater operator are two examples. The results show the city is behind the averages of our peer cities. During the recession there were years when the city provided low or no general (cost of living) increases and when general increases were added they tended to be lower than our comparable cities. For example,in 2018 the city's general increase was 2.5% and the average general increase for our comparable cities was 2.83%. Of the 60 positions we collected benchmark data for, 46 of them (77%) fell below average. The updated compensation uses the average top pay within the average of our comparable cities to build off of. We believe this will bring us back in line with the market. A wellness incentive program was built into the plan to compensate employees who complete the program by 1.5%. This will also require employee participation to reach peer city alignment and will require some actions utilized in the police department wage incentive plan. The details of this program have not been developed yet and will be brought forward to the City Council for approval at a later date. Other changes as appropriate at this time. • We would like to change the title of Executive Secretary/Deputy City Clerk to Deputy Clerk. • Under the Fair Labor Standards Act the positions of Senior Citizen Coordinator, Support Services Supervisor, and the Recreation Coordinators meet the Administrative Exemption for overtime. We would like to change those positions to exempt. • The two positions at the front desk of the building safety division essentially perform the same duties,building permit technician and office assistant. The position review scoring placed them in the same pay grade. We would like to eliminate the office assistant position and replace it with another building permit technician position. There would be no additional costs for this change. • We have never had an official code enforcement officer position description. The employee in that position was shifted to this area during the recession when the building business declined. A position description is attached for your approval. • The Human Resource Representative position description hasn't been updated since our last comp study and the position has changed considerably. A new position description,including a title change,is attached for approval. Financial Impact To implement,positions will be placed onto a step in their grade based on the employee's current pay. If an employee position is in pay grade 5N is earning$23.50 per hour, they would be placed on step B of pay grade 5N which is $23.99 per hour. The impact of implementation for 2018 would be approximately $105,000 and could be funded from the 2017 General Fund excess fund balance,which is over$350,000. Attachments ■ Summary of Job Evaluation Factors in the RDK Job Evaluation System ■ Positions and Pay Grades ■ Pay Plan ■ Code Enforcement Officer position description ■ Human Resource Manager position description Summary of Job Evaluation Factors in the RDK Job Evaluation System ( Including Rating Parameters for Each Factor) Formal Preparation and Experience This job evaluation factor is applied to determine the most representative combination of formal preparation (schooling at whatever level) and relevant Uob-linked) experience typically required to qualify for the position being evaluated. It is important in this factor to verify the minimum acceptable qualifications for the position being evaluated. [There are two decisions made on this factor -one related to formal preparation and one made related to relevant experience.] Decision Making (Impact) This job evaluation factor is applied to determine the regular and ongoing freedom to act; the extent of the organization affected by those actions; and the best characterization of decision-making typical of the position being evaluated. [There are three decisions made on this factor -one related to the degree of freedom to act; one related to the extent of such judgments; and one related to the nature of decision making.] Thinking Challenges and Problem Solving This job evaluation factor is applied to determine the representative thinking challenges and problem solving required on an ongoing basis and thereafter the depth of intellectual response to those challenges and creativity involved in solving problems. [There are two decisions made on this factor -one related to the context and complexity of challenges I problems and one related to the depth of response required to address and resolve such challenges and problems.] Interactions and Communic ations This job evaluation factor is applied to determine the context of business-related interactions and communications that are an ongoing part of performing the position being evaluated. [There are two decisions made on this factor -one related to the type and context of business interactions and one related to the impact of the outcomes and effects on information content and flow throughout the organization.] Work Environment This job evaluation factor is applied to determine the potential for injury in performing the position being evaluated and also determine what recognized health hazards regularly exist in the typical work environment of the position being evaluated. [There are two decisions made on this factor -one related to potential for injury and one covering the recognized health hazards in the work environment.] '-------------------------------RILEY, DETTMANN & KELSEY LLC Pay Grade Position Pay Grade Position 1E City Administrator 1N 2E Comm Ops and Devel Dir 2N Building Inspector Finance Director Engineering Technician 2 Fire Chief Lead Plumbing/Mech. Inspector Park and Recreation Director 3N Accounting Clerk Police Chief Building Maintenance Assistant Pub Wrks Dir Code Enforcement Officer 3E Administrative Captain Crime Prevention Specialist Economic Development Director Deputy City Clerk Human Resources Representative Fire Prevention Specialist Information Technology Manager Gov. Access Cable Coord. Liquor Operations Manager Ice Arena Maintenance Supervisor Planning Manager Lead Maintenance Mechanic Police Captain Lead Park Maintenance Worker Street and Park Superintendent Lead Street Maintenance Worker 4E Assistant Finance Director Lead Wastewater Systems Op. Building Official Maintenance Mechanic Chief Wastewater Systems Op. Payroll Clerk Deputy Chief of Operations Senior Citizen Programmer Recreation Manager 4N Building Maintenance Technician 5E Building Maintenance Supervisor Human Resources Technician City Clerk Ice Arena Lead Worker Fire Marshal IT Support Assistant Ice Arena Manager Park Maintenance Worker Senior Planner Sr Administrative Assistant (Planning) 6E Accountant Sr Administrative Assistant (Police) Assistant Liquor Operations Manager Street Maintenance Operator 2 Environmental Coordinator Wastewater Systems Operator Foreman 5N Building Permit Technician I T Specialist Records Specialist Planner I Wastewater Maint Operator Senior Citizen Coordinator Lead Liquor Store Clerk Sr Communication Coordinator Office Assistant (Bldg Safety) Stormwater Coordinator Police Records Clerk Support Services Supervisor 6N Administrative Assistant (Fire) 7E Communications Coordinator Community Service Officer 1 Economic Development Specialist Community Service Officer 2 PT Rec Coord Custodian Recreation Coordinator Full-Time Liquor Store Clerk Recreation Coordinator Administrative Ice Arena Office Assistant Laborer Office Assistant (streets) Police Secretary / Receptionist Recreation Assistant Secretary / Receptionist Positions and Pay Grades Sorted in alphabetical order within each pay grade City of Elk River July 2018 Pay Plan Effective June 24, 2018 ABCDE Minimum Maximum 1E $137,035 $140,842 $144,648 $148,455 $152,261 2E $110,953 $114,035 $117,118 $120,200 $123,282 3E $92,069 $96,131 $100,193 $104,255 $108,317 4E $81,522 $85,118 $88,715 $92,311 $95,908 5E $71,767 $74,933 $78,099 $81,265 $84,431 6E $66,557 $69,494 $72,430 $75,366 $78,303 7E $55,372 $57,815 $60,258 $62,700 $65,143 1N $88,063 $90,509 $92,955 $95,401 $97,847 $42.34 $43.51 $44.69 $45.87 $47.04 2N $66,941 $69,894 $72,847 $75,801 $78,754 $32.18 $33.60 $35.02 $36.44 $37.86 3N $53,464 $56,806 $60,147 $63,489 $66,830 $25.70 $27.31 $28.92 $30.52 $32.13 4N $49,589 $52,688 $55,788 $58,887 $61,986 $23.84 $25.33 $26.82 $28.31 $29.80 5N $46,524 $49,900 $53,277 $56,654 $60,030 $22.37 $23.99 $25.61 $27.24 $28.86 6N $38,494 $41,702 $44,910 $48,118 $51,326 $18.51 $20.05 $21.59 $23.13 $24.68 Grade  Levels City City of Elk River Elofk Code Enforcement Officer River Position Description Department: Immediate Supervisor: Community Development lanning Manager Pay Grade: FLSA Status: Last Updated: (date) Non-Exempt 7/2018 Positions Supervised: N/A Position Summary Performs a variety of duties in support of the city's code enforcement program;monitors and enforces a variety of ordinances, codes, and regulations relating to zoning,land use, nuisance,blight, building codes,health and safety,graffiti, and other matters of public concern. Serves as a resource and provides information on city regulations to property owners, residents,businesses, the general public, and other city departments and divisions. Essential Functions 1. Enforces ordinances, codes, and regulations. A. Receives and responds to citizen complaints and reports from other agencies/departments on alleged violations of city codes and ordinances; conducts investigations;interviews complainant and witnesses;processes, analyzes, and collects evidence as required; documents findings; and initiates appropriate enforcement action. B. Conducts field investigations;inspects properties for violations; attempts to make contact at the residence or business in order to resolve violation;issues and posts warning notices, notices of violation, corrective notices, orders to comply, and related documentation for code violations; schedules and performs all follow-up functions to gain compliance including letters,inspections, calls, meetings, discussions, and negotiations to ensure compliance with approximate codes and ordinances;issues administrative citations and notices of violation as necessary. C. Prepares evidence in support of legal actions taken by the city; appears in court as necessary; testifies at hearings and in court proceedings as required. D. Maintains accurate documentation and case files on all investigations,inspections, enforcement actions, and other job related activities including accurate and detailed information regarding code enforcement activity to substantiate violations; draws diagrams and illustrations; and takes photographs. E. Prepares written reports,memos, and correspondence related to enforcement activities. F. Patrols city in a vehicle to identify and evaluate problem areas and/or ordinance violations; determines proper method to resolve violations. 2. Conducts public education and outreach. A. Attends meetings and serves as a resource to other city departments, the general public, and outside agencies in the enforcement of city ordinances and regulations. B. Provides public education and outreach opportunities. Page 1 3. Performs other essential job duties. A. Regular and timely work attendance. B. Follows all safety procedures and participates in safety training. Required Knowledge, Skills, and Abilities ❑ Knowledge of pertinent codes, ordinances,laws, and regulations pertaining to zoning, nuisance abatement,property maintenance,building,health and safety, and related areas. ❑ Knowledge of procedures involved in the enforcement of codes and ordinances including methods and techniques of conducting and documenting field investigations. ❑ Knowledge of legal actions applicable to code enforcement compliance. ❑ Skilled in verbal and written communication,including grammar, spelling, and punctuation. ❑ Ability to provide efficient customer service and communicate clearly and objectively both verbally and in writing. ❑ Ability to organize and prioritize work and exercise independent judgment and take initiative. ❑ Ability to follow instructions and directives with minimal guidance. ❑ Ability to interpret and apply applicable codes, ordinances, and regulations related to zoning, nuisance abatement,building, and health and safety issues. ❑ Ability to inspect and identify complaints and mediate resolutions in a timely and tactful manner. ❑ Ability to operate word processing and computer software,records management systems, and other technology. Minimum Qualifications ❑ High school diploma or equivalent. ❑ 2 years of experience in zoning, construction,building,public safety, or related field. ❑ Valid driver's license and good driving record. Preferred Qualifications ❑ Certification as a building official desired. This Position Description is not intended to be all-inclusive. It is within the City of Elk River's discretion to assign additional duties and responsibilities or remove duties and responsibilities at any time. This Position Description does not constitute a Contract of Employment. Page 2 Code Enforcement Officer City of Elk River City of Human Resources Manager E � . . dwak River Position Description Department: Immediate Supervisor: Administration City Administrator Pay Grade: FLSA Status: Last Updated: (date) Exempt 7/2018 Positions Supervised: Human Resources Technician Position Summary The Human Resources Manager performs a variety of complex administrative, technical, professional, and confidential personnel functions of the city. Essential Functions 1. Maintains compliance with city, state, and federal laws,rules,regulations, and policies. A. Writes, administers, and manages personnel policies and union contracts. Represents administration for union negotiations. B. Develops and maintains compensation and benefits programs that comply with the city's labor contracts,Minnesota Pay Equity Act, and all related laws. C. Administers the city's controlled substance and alcohol testing programs including positive testing procedures and follow-up. D. Assures compliance with employment laws including, but not limited to, FLSA, FMLA,Minnesota Parental Leave, COBRA,Minnesota Continuation, and HIPAA. Submits injury reports, corresponds with TPA, and maintains OSHA records. 2. Represents the city in labor relations issues. A. Serves as a resource to managers and directors for personnel-related issues. B. Facilitates the resolution of personnel-related issues. C. Interprets policies,labor contracts, and employment law. D. Maintain continuity with city's pay structure. E. Attends meetings and workshops to stay at the forefront of human resource practice. 3. Performs human resource division activities. A. Directs the workload of the human resources division. B. Trains, develops, and motivates staff. C. Evaluates employee performance on a formal and informal basis and creates job performance improvement plans as appropriate and in a timely manner. Performs timely annual performance reviews. D. Develops and implements operational procedures and policies to improve efficiency and effectiveness. E. Prepares and manages division budget. 4. Prepares and maintains internal and external personnel data. A. Maintains integrity of HRIS system and ensures it is being utilized to capacity. Page 1 B. Conducts and completes salary surveys. C. Maintains personnel and confidential files. D. Coordinates, oversees, and evaluates the preparation,review and revision of position descriptions. E. Prepares Pay Equity report. F. Tracks probationary periods, anniversary dates,leaves, and other pertinent data. G. Ensures completion of annual performance reviews. 5. Reviews and administers benefits. A. Works with insurance brokers to select and administer plans. B. Ensures the employee benefits programs meet legal requirements. C. Researches, develops, and writes policies and plan designs relating to benefits. Presents information and benefit design proposals to City Council in written and oral form. D. Legally manages the benefits continuation programs for terminating or retiring employees. 6. Performs recruitment and selection activities. A. Gains input from directors and managers and coordinates a process to find qualified candidates suited to position openings. B. Prepares online application and scoring criteria. C. Reviews completed applications. D. Assembles and serves on interview panels. Assists in selecting top candidate. E. Evaluates criminal and driver's license background information and reference checks. F. Schedules pre-employment drug testing. G. Confers with potential employee and makes hiring offer. H. Prepares recommendation to the City Council. I. Corresponds with applicants not selected. 7. Arranges training for city employees. A. Evaluates mandatory human resource training needs to assure requirements are met. B. Arranges training sessions including scheduling trainer or training method,reserving meeting space, arranging for equipment, and preparing materials. 8. Performs other essential job duties. A. Regular and timely work attendance. B. Follows all safety procedures. C. Participates in safety training. Required Knowledge, Skills, and Abilities ❑ Knowledge of state and federal employment laws. ❑ Knowledge of employee classification, compensation and benefits,recruitment, selection, training, and labor relations. ❑ Knowledge of Data Practices law as it relates to personnel data. ❑ Knowledge of the utilization of appropriate resources and willingness to initiate use. ❑ Skilled in the use of Microsoft Word,Excel, and Windows. ❑ Ability to be consistent in applying policies. ❑ Ability to maintain confidential and sensitive information. Handles confidential information appropriately. ❑ Ability to establish and maintain effective working relationships with all city staff,vendors, and the public. Page 2 Human Resource Manager.docx ❑ Ability to handle inquiries in a friendly, courteous, and professional manner. ❑ Ability to organize and coordinate various assignments and establish priorities to effectively meet deadlines with minimal supervision. ❑ Ability to analyze, study, and present technical information. ❑ Ability to anticipate needs and evaluate alternatives. ❑ Ability to communicate clearly,both verbally and in writing. ❑ Ability to read,write, and understand correspondence, memoranda, and directives. Minimum Qualifications ❑ Bachelor's degree in human resource management,industrial relations or other closely related field. ❑ Five years of experience in human resource position with progressive responsibilities. ❑ One year of municipal human resource experience. ❑ Three years supervisory experience. ❑ Valid driver's license. Preferred Qualifications ❑ Public Human Resource Certificate. ❑ Education beyond Bachelor's degree. This Position Description is not intended to be all-inclusive. It is within the City of Elk River's discretion to assign additional duties and responsibilities or remove duties and responsibilities at any time. This Position Description does not constitute a Contract of Employment. Page 3 Human Resource Manager.docx