3.4. SR 08-15-2005
*Item 3.4.*
MEMORANDUM
TO:
Mayor and City Council
FROM:
Personnel Committee:
Joan Schmidt
Bruce West
Dave Potvin
Lauren Wipper
Lori Johnson
DATE: August IS, 2005
SUBJECT: Personnel Committee Recommendations
The Personnel Committee met recendy to evaluate several existing positions that satisfied the
criteria for review. Review of the positions included completion of J ob Analysis Questionnaire
OAQ) by each employee and review and approval of the new position profile by both the employee
and his or her supervisor.
This memo also includes recommendations for tide changes for two of the positions, the recreation
assistant and executive secretary. Attached is a memo from City Clerk Joan Schmidt explaining the
tide change from executive secretary to executive secretary/deputy clerk. The recreation assistant
tide will remain for the part time employees, but the full time recreation assistant in charge of
marketing is proposed to be tided recreation marketing coordinator.
As you know, the Personnel Committee does not make pay recommendations; all pay
recommendations are made by the City Administrator. Instead of attaching a separate memo with
his 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 tide change and
pay recommendations where applicable:
Position Current Recommended
Recreation Assistant (RaeAnn Gardner's position only; does not include part time employees)
Tide Change to Recreation Marketing Coordinator
PointV~ue 54
Pay Grade 5
Pqy $18.10/ hr.
60
7
$19.06/ hr.
Step E Pqy Grade 7 on JulY 1,2006
s: \ Council\Lori\200S \PersonnelComm081 ODS. doc
Position Current
Office Assistant 1- Street Department
Point Value
Pay Grade
Pqy - Sara Onarheim
Pqy - Debra Larsen
Recommended
54
5
$18.10/ hr.
$16.77/ hr
57
6
$19.06/ hr.
$ 16.77/hr.
Increase equivalent of one step on JulY 1,
2006. Step E Pqy Grade 6 on JulY 1,
2007
Executive Secretary
Tide Change to Executive Secretary/Deputy Clerk
PointVarue 67
Pay Grade 10
no change
no change
Action Requested
The Council is asked to consider the Personnel Committee recommendations and City
Administrator pay recommendations listed above. This item should be pulled from the consent
agenda if the Council wishes to discuss any of these recommendations in more detail.
Representatives of the Personnel Committee will be at the Council meeting to answer any questions
you may have.
s: \ Council\Lori \200S \PersonnelComm081 OOS.doc
MEMORANDUM
TO: Lori johnson, Finance and Administrative Services Director
FROM: Joan Schmidt, City Clerk
DATE: August I 0, 2005
SUBJECT: Title Change
I ask that the position Tina Allard currently holds be considered for a title change. Recently
Tina completed a Job Analysis Questionnaire OAQ) that did not change her ranking;
however, it would be good for Tina to have the title of Executive Secretary/Deputy Clerk.
Tina is very qualified to become Deputy Clerk. Tina has completed three years of training at
the Minnesota Municipal Clerks Institute and would like to pursue becoming a certified
Municipal Clerk. By changing her title, the years that she serves as Deputy Clerk will
contribute towards the point system needed to become certified.
As Deputy Clerk, Tina could sign forms in my absence.
MINNESOTA STATE STATUTE
412.151 Duties of clerk.
Subdivision 1. Listed; fees; deputy; absence. The
clerk shall give the required notice of each regular and special
election, record the proceedings thereof, notify officials of
their election or appointment to office, certify to the county
auditor all appointments and the results of all city elections.
The clerk shall keep (1) a minute book, noting therein all
proceedings of the council; (2) an ordinance book to record at
length all ordinances passed by the council; and (3) an account
book to enter all money transactions of the city including the
dates and amounts of all receipts and the person from whom the
money was received and all orders drawn upon the treasurer with
their payee and object. Ordinances, resolutions, and claims
considered by the council need not be given in full in the
minute book if they appear in other permanent records of the
clerk and can be accurately identified from the description
given in the minutes. The clerk shall act as the clerk and
bookkeeper of the city, shall be the custodian of its seal and
records, shall sign its official papers, shall post and publish
such notices, ordinances and resolutions as may be required and
shall perform such other appropriate duties as may be imposed by
the council. For certified copies, and for filing and entering,
when required, papers not relating to city business, the clerk
shall receive the fees allowed by law to town clerks; but the
council may require the clerk to pay such fees into the city
treasury. With the consent of the council, the clerk may
appoint a deputy for whose acts the clerk shall be responsible
and whom the clerk may remove at pleasure. In case of the
clerk's absence from the city or disability, the council may
appoint a deputy clerk, if there is none, to serve during such
absence or disability. The deputy may discharge any of the
duties of the clerk, except that deputy shall not be a member of
the council.
s: \ CLERK\Deputy Clerk2.doc
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 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\200S \PersonnelComm081 OOS.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 computet 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\200S \PersonnelComm081 OOS.doc