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10.3 SR 03-20-2023Request for Action To Item Number Ma Tor and CinT Council 10.3 Agenda Section Meeting Date Prepared by Work Session March 20, 2023 Cal Pormer, Cit�T Administrator Item Description Reviewed by ERPD Wage Incentive Program Update Lauren Wi er, Human Resources Mana er Reviewed by Action Requested Revie`v and discuss updates to the ERPD Wage Incentive Program. Background/Discussion Public sector compensation schedules typically are designed �vith a series of annual `vage step increases for a predeteYmined amount of time. The pYemise is that the middle step is the maYket aveYage foY that paYticulaY wage grade. Presumably, a new employee begins 1-3 steps below market average and based upon satisfactory performance, the employee advances one step each yTear until ma�ng out at the top step, which is typically a predeteYmined peYcentage above aveYage. The nonunion cit�r compensation plan has five steps. Police officers, generallyT, have fewer steps to account for their longer and more involved Field Training Program impacts and earlier market competitiveness. As a result of the collective bargaining process, which includes interest arbitration, unions frequentlyT have gained additional steps in the form of Longevity Steps that reward officers for continuing employment. In the early 1990s, Elk River's Police Union requested LongevityT Steps. The cityT leadership at that time implemented a Wage Incentive Program which provides for steps similar to LongevityT, however, officers were required to complete an annual skills test, physical fitness test, participate in education, wellness, and communityT service activities in order to gain the annual wage incentive. Participation in the program varies each yTear. Challenges in police/employTee recruitment, retention, `vellness, and mental health initiatives have created ne`v opportunities for this program. Staff has `vorked with representatives from the police unions to modify the program to account for physical challenges and update the "whole health" concept to incentivize participation. Financial Impact N/A Mission/Policy/Goal Elk River Mission Attachments • Draft WIP Program • 1993 WIP PYogYam The Elk River Vision A 2a�elcolning co�nlnunity 2a�ith T evolutiona� y and spizzted T esou� cefulness, exceptional se�vice, and coln�nunity engagelnent that encou�ages and ins�iz•es pTo�pe�zty. rowEREo ar �I'1 ���� Up�iited.• August 2020 13065 Orono Parkway Elk River, MN 55330 763.635.1000 c�ty of Wage Incentive (WI P) � Program P 0 W E R E D B 1 ������� E1kRiverMN.gov Wage Incentive Program History of WIP The Wage Incentive PYogYam (WIP) has been in place foY Police OfficeY union members since 1993 and for Sergeant union members since 2001. WIP was amended in 1999 and has been administered per that policyT since that time. WIP was developed byT a committee made up of a councilmember, cityT administrator, police officer, sergeant, and finance director, and it `vas approved byT the CityT Council. WIP provides additional �vage incentives above and beyTond the tyTpical `vage plan. This `vas in response to a request for longevityT `vhich `vas made byT the police officer's union during the 1991-92 contract negotiations. The goal of WIP is to encourage a healthyT, well-rounded work force through wellness, fimess, and education. This tyTpe of overall program benefits the employees, the emplo�Ter, and the communit�r as a whole. Ei�g�b�i�ty WIP is a voluntar�T plan and is currentl�r available to members of La�v Enforcement Labor Services Locals 231 (police officers) and 271 (sergeants). Group eligibilit�T is determined through labor negotiations or policyT. Groups may be added or removed throughout the duration of this policy. As a voluntaryT plan all components of the plan are nongrievable and nonarbitrable. Police and CityT Administration will oversee the administration of the program. This program `vill be administered and will comply �uith all local, state, and federal laws governing discriminarion. Individual eligibilityr is based on length of service in an eligible position. If all of the guidelines for the WIP are met b�T the employee, he/she will have the opportunit�T to obtain additional wages in accordance with union contract other polic�T provisions. Employees are eligible to participate in the WIP starting the month after theyT have reached the minimum length of service required. If an eligible emplo�Tee leaves the employTment of the Cityr oY othenvise ceases to be eligible, WIP payrment will be proYated based on full months of service and only foY the components that have been completed byr the employee as of the date of ineligibilinT. Components of WIP Physical Fitness This component is worth 50% of the total WIP available. Testing will be held in April and October. Employees passing April testing will receive their WIP payment between July 1 and Julyr 15. Employees passing October testing will receive their WIP payment between December 15 and DecembeY 31. To pass this component of WIP, employees must meet the program standards of one cardio exercise and t�vo strength exercises. The standards can be found in Appendix A. Employ-ees 2��'a`e can choose from running, ro�ving, or biking for the cardio exercise and can choose from standing po`ver throw, plank, sit-ups, and push-ups for the two strength exercises. EmployTees must perform each activityT according to the standards to pass this component of WIP. Employees participating in the Physical Fitness component must take these tests on their own time. Tests will be scheduled and admitusteYed by police administrarion. Employrees will be required to sign a`vaiver prior to testing. If an employee is unable to participate due to illness or injury, use the Pre-Authorization Form to present an alternate suggestion to human resources as soon as possible prior to the testing dates. Skills This component is worth 25% of the total WIP available. Testing will be held in October. Employees passing will Yeceive their WIP payment between DecembeY 15 and DecembeY 31. Police administration will develop tests to evaluate the skills of employees. EmployTees choosing to paYricipate will take these tests on their own time. The majorit�r of the skills assessment will be based on the department's policies and procedures, criminal code, cinT ordinances, traffic laws, and other information deemed appropriate b�T police administration. The test will be composed of 24 questions and a passing grade of 75% is required in order to obtain the WIP. Police administration will determine the mix of questions in terms of how much of each test is Yelated to the special assignments of the emplo�rees. Whole Health This component is worth 25% of the total WIP available. Completed Validation FoYms must be submitted byr November 30 of each yeaY. Employrees passing this component will Yeceive their WIP payment between DecembeY 15 and December 31. Emplo�rees choosing to participate in this component will complete ten (10) of the items included in Appendix B, with at least one (1) being completed from each categoryr. A bachelor's degYee mayr be counted only once as the one Education item. It mayr be counted each yrear as one of yrour ten items, but another Education item must be completed toward fulfilling this component The categories are education, `vellness, and communityT service. Education — Includes having a bachelor's degree, attending college, taking a class, reading a book, learning something new, attend a cityT sponsored �vebinar (Retire�uise or similar), pod cast, etc. Wellness — Being tobacco free, breaking an unhealthyT habit, being active in a hobbyT, participating in cityT health re`vards programs, maintain a fimess routine, get yTour annual physical, run or walk a race, meditate, etc. Community Service — coach a team, lead BoyT/Girl/Cub Scouts, clean church, mow la`vn for church, charityT event, yTouth group, CAER, Big Brother/Sister, Lions, Rotaryr, Elks, Jaycees, etc. 3��'a`e A full list of approved activities is found on the Whole Health Tracking Form. If an employee wishes to complete an activityr that is not listed theyr need to submit a PYe- Authorization Form to human resources for approval. Education applicable to the WIP program is above and beyond POST licensing requirements or classes and must be completed on employee's own time. Participation in a community service program that is requiYed as part of the employree's job does not qualifyr for WIP. CommunityT Service activities shall be performed on a volunteer basis (no payT) to the organization. To receive credit for this component, a Validation Form must be completed and submitted to human resources for each activit�r completed. Wage Incentive Program Policy History Ado ted b r: On date Item # Cit�T Council March 1, 1993 Executive Session Cittr Council DecembeY 13, 1999 5.4 4��;��age Appendix A City E Wage Incentive Program Physical Fitness Minimum Standards Age 17-21 22-26 27-31 32-36 37-41 Gender M F M F M F M F M F Run 1 mile 11:00 11:41 11:00 11:37 11:00 11:36 11:00 11:39 11:05 11:41 p mm:ss -° Bike 6,000 meter/ m � 3.728 miles 13:12 14:29 13:06 14:15 13:00 14:03 13:06 14:15 13:12 14:29 � N mm:ss � Row 2,500 meters/ � 1. 553 m i l e s 15:24 16: 54 15:15 16:39 15:10 16:24 15:15 16:39 15:24 16:54 mm:ss � Standing Power �'a�o 6.0/ 3.9/ 6.3/ 4.0/ 6.5/ 4.2/ 6.5/ 4.1/ 6.4/ 4.1/ v Throw 19.6850 12.7953 20.6693 13.1234 21.3255 13.7795 21.3255 13.4514 20.9974 13.4514 N distance meters/feet � Plank Hold � 1:30 1:30 1:25 1:25 1:20 1:20 1:15 1:15 1:10 1:10 +� mm:ss � �° Sit Up 52 50 47 45 42 40 38 35 33 30 a� #in2minutes � o Push Up v #in2 minutes 42 18 40 16 38 15 33 14 32 14 Age 42-46 47-51 52-56 57-61 62andover Gender M F M F M F M F M F Run lmile 11:16 11:51 11:27 12:00 11:40 12:12 11:48 12:24 11:48 12:30 p mm:ss -° Bike 6,000 meter/ m � 3. 728 m i l e s 13:12 14: 29 13: 38 14:55 13: 38 14: 55 14: 03 15: 20 14:03 15 20 � v mm:ss � °o Row 2,500 meters/ t � 1.553 miles 15:24 16:54 15:54 17:24 15:54 17:24 16:25 17:54 16:25 17:54 mm:ss � Standing Power �'a�o 6.2/ 3.9/ 6.0/ 3.7/ 5.7/ 3.5/ 5.3/ 3.4/ 4.9/ 3.4/ v Throw 20.3412 12.7953 19.6850 12.1391 18.7008 11.4829 17.3885 11.1549 16.0761 11.1549 N distance meters/feet � Plank Hold °J 1:10 1:10 1:10 1:10 1:10 1:10 1:10 1:10 1:10 1:10 � mm:ss � �° Sit Up 29 27 27 24 26 22 26 22 26 22 a� #in2minutes � o Push Up v#in2minutes 26 12 22 10 16 9 16 9 16 9 Kiver Descriptions of the Two New Strength Tests PLANK Bent arm plank with elbows aligned with the shoulders, forearms flat on the ground, hips straight with the legs, shoulders, and head. Feet can be up to a boot-width apart. Must maintain straight body alighment from head to ankles for the duration of the test. STANDING P�WER THR£}W [5PT] � � � .'� � � °:�' , :: +:� �,. �, � � � � �, i �.� d . � ,��;, ��� � + � � * � a �� �� .� .� ..a .,� �. . � � ti .� � .. �. �. �.���,.�+����.���.�� � � � Facing away from the start line, grasp the 10 pound medicine ball with both hands and stand with both heels at (but not over) the start line. When you throw the ball you are not to step over the start line. As the photo shows, your feet should remain stationary. You will be allowed two throws the meet the standard. 2��;��age Appendix B City E Whole Health Options Education Bachelor's Degree Semester/Quarter of Classes Took a class Read a book Learn something ne�v Listen to a pod cast Attend a seminar/webinar Wellness (Physical and Mental) Tobacco free Break an unhealth�r habit Practice a hobby Participate in a Health Rewards Event Earn 250 points on Wellright Maintain a fimess routine Complete a workout series (I'90X, Beachbod�-, etc.) Get your annual physical Read a book Participate in a race Meditate Spend a dayr with friends that aYen't police :' Community Service Active member of community group Youth sports coach Clean/mo`v lawn at church Big Brother/Sister Bo�T/Girl/Cub Scouts Charinr, church, communityT event Youth group volunteer Lions, RotaryT, Elks, Jaycees CAER � Wage Incentive Program Kiver City E Pre-Authorization Form Wage Incentive Program for the Physical Fitness Component Use this form if, due to illness or injury, you are unable to participate in one or more of the tests defined in the policy. This form is to be submitted and approved PRIOR to the testing date. Your name: (please prznt) Date submitted: I am unable to participate in due to Please as an alternate. My requested alternate is comparable to the test I am unable to complete for the following reasons: Please attach any documentation that will confirm your illness or injuryT and any documents that identif�T ho`v the requested test is a comparable alternative. ❑ Your request is approved. ❑ Your request is not approved for the follo`ving reason: Human Resources Manager Date Kiver City E Pre-Authorization Form Wage Incentive Program for the Whole Health Component Use this form to request an activity that is not listed in Appendix B of the policy. This form is to be used PRIOR to participating in the activity. Following your participation in the activity, a Validation Form will be required to receive credit for the event. Your name: (please prznt) Date submitted: Check which categoryT this event would apply toward. ❑ Education ❑ Wellness ❑ Community Service What would yTou like to do? How does this Yelate to the category selected above? Please attach an�r documentation that would help to explain this item and how it relates to yrour selected category. (ex. program flyer) ❑ Your requested activinT is approved to be used to`vard the categoryT yTou have selected. ❑ Your Yequested activity is approved but is to be used foY the categoryr circled above. ❑ Your requested activity is not approved for the follo`ving reason: Human Resources Manager Date Kiver City E Wage Incentive Program Whole Health Validation Form Use this form to report a completed event. Your name: (please prznt) Check �vhich categor�T this event �vas for. ❑ Education ❑ Wellness ❑ Community Service What did �Tou do? What date did you do it? How much time did yTou spend doing it?, What was it about? What did �Tou learn? Please attach any documentation that you have which supports your completion of this activityT. (ex: screen shot of scheduled appointment) I attest that the information provided is true and that I personally completed the activityr as Yeported. Employree Signature Date Kiver City E Wage Incentive Program Calendar Year• Employee• Whole Health Tracking Form Complete ten (10) of the items included in AppendiY B of the Policy, with at least one (1) being completed from each category below. A bachelor's degree ma�r be counted only once as the one Education item. It may be counted each year as one of your si� items, but another Education item must be completed toward fulfilling this component. Education Bachelor's Degree SemesteY/QuaYteY of Classes TOOIi � CI�SS Read a book Wellness (Physical and Mental) Tobacco free Broke an unhealthy habit Pracriced a hobby Participated in a Health Rewards Event Earned 250 points on Wellright Maintained a fitness routine �, � � ► Community Service Active member of communityT group Youth sports coach Cleaned/mowed lawn at church Big Brother/Sister BoyT/Girl/Cub Scouts Charity-, church, communityT event Youth group volunteer Learned something ne�v Listened to a pod cast Attended a seminaY/webinaY Other: Completed a workout series (P90X, Beachbod�r, etc.) Got my annual phyTsical Read a wellness-related book Participated in a race Meditate Spent a day with friends that aren't police Other: Lions, Rotaryr, Elks, Jayrcees CAER Other: Kiver � � � L 1 December 1993 Amended December 1.999 CITY OF ELK RIVER POLICE DEPARTMENT WAGE INCENTIVE PROGRAM ,�WIP7 The Elk River Police Officers are members of a Police Union. The Elk River Police Officers are currently represented by Law Enforcement Labor Services, Inc. In 1991, during negotiations for the 1991-92 Police Union Contract, discussion #ook place over the issue of longevity. Longevity is a program that is included in many metropolitan municipal police union confiracts and is a program where officers are provided additionai wages based on the length of senrice with the City. The 1991-92 Police Contract between the City and the Union was settled without incJuding any longevity program or benefits. However, during negotiation the City indicated an interest in establishing a committee to review additional police officer wage incentives above and beyond the typical wage plan, A committee was estabiished, held meetings, and recommended a Wage Incentive Program (WIP) for the police officers. This proposal was approved by the City Council. The goal of the 1NIP is to encourage a healthy, well-rounded work force through the non-use of tobacco (wellness), participation in community service, a physical #itness program, an education program, and through a skills evaluation program. This type of overall program bene�its the employees, the employer, and the community as a whole. The WIP is a voluntary plan and is open to all fuli-time Police �fficers excluding the Chief of Police and the Assistant Chief of Police, The components of the program are summarized in fihe following pages. The program was approved by the City Council in December 1993 and amended in December 1999. December 1993 Amended December 1999 2 of 8 Pages WIP OVERVIEW The components of the WIP include physical fitness, weliness, community service, educational, and skills evaluation sections. The goal of the WIP is to help develop a healthy, well-rounded work force and to �provide benefits to the employee, employer, and the community as a whole. The WIP is a voluntary plan and, as such, all components of the plan are nongrievable and nonarbitrable. The Chief of Police and Assistant Chief of Police will oversee the administration of the program. If all of the guidelines for the WIP are met by the employee, s/he will have the opportunity to obtain additional wages in the following amounts: Affer 5 years - Up to 3� of top patroi prorated pet month Affer 9 years - Up to 4,5R6 of top pafirol prorated per month Affer 13 years - Up to 6� of top patrol prorated per month Affer 17 years - Up to 7.5°� of top patroi prorated per month Only full-time years of service with the City of Elk River qualify, Based on the priorities of the WIP, the wage incentives are offered in the following breakdown: 40� for Physical Fitness 10% for Wellness 20°� for Education 10� for Community Service 2096 for Skills Employees are eligible to participate in the WIP starting the month affer they have reached the minimum length of service required. Testing and payment under the WIP will be as follows: Physical Fitness o Tesfi for January 1 to June 30 held in April. • Payment made between July 1 and July 15. o Test for July 1 to December 31 heid in October ; Poyment made befiween December 15 and December 31. December 1993 Amended December 1999 (WIP Overview cont.) 3 of 8 Pages r Skilis o Test for January 1 to December 31 heid in October. r Payment made between December 15 and December 31. • Education o Evidence of compliance submitted to Police Chief between November 15 and December 1. • Payment made between December 15 and Deeember � 31. ■ Wellness o Evidence of compliance submitted to Police Chief between November 15 and December 1. ■ Payment made befiween December 15 and December 31. • Community Service o Evidence of compliance submitted to Police Chief between November 15 and December 1. ■ Payment made between December 15 and December 31. Payment will be based on an empioyee's hourly wage for the period covered. For example, if an employee receives an anniversary increase on May 15 and a COLA on July 1, the employee's payment would be based on three pay rates: the rate from January 1 to May 14, the rate from May 15 to June 30, and the rate from July 1 to December 3i , If an employee becomes eligible during the year, payment wiii be prorated based on the number of months of eligibility. for example, if an employee completes five yeQrs of service on April 2, efigibility under WIP sfiarts on May 1. The employee would be paid for eight (8) months of WIP pay provided the employee passes both physical fitness tests, passes the skilis test, and provides evidence of compliance for community service, weliness, and education. December 1993 Amended December 1999 PROGRAM: Physical Fitness WAGE INCENTIVE: 40°6 of the total available 4 of 8 Pages COMPONENTS: Phvsical Fitness - This is a voluntary plan. In order to obtain the woge incentive available within this section of the plan, the employee shall meet the standards in three physical fitness areas. These three physical fitness areas are running, sit-ups, and push-ups. These standards are aitached to this document as Appendix A. . Employee shall pass all three fiests in accordance to the standards in order to obtain the additionai wage incentive. No partial payments will be made for passing part of the test. The employees participating in the WIP shall take the running, sit-ups, and push-ups tests on their own time, The Chief of Police and/or Assistant Chief of Police will administer these physicai fitness fiests. In order to participate in the physical fitness section of this Wage Incentive Program, the employee shall sign a waiver form. !f an employee participating in this section of the Wage Incentive Program cannot complete the running, sit- ups, and push-ups tests due to injury or illness beyond the control of the employee, an alternative fiest wili be established. if unable to arrive at a satisfactory alternative testing plan, the employer may implement an alternative testing plan. The program wiil be administered and will be in compliance with all local, state, and federal laws governing discrimination based on handicap, disability, race, gender, or age. ..• , , , December 1993 Amended December 1999 PROGRAfVI: Wellness WAGE INCENTIVE: 10% of the total available 5 of 8 Pages COMPONENTS: Wellness - In order to obtain the wage incentive available from the weliness section of this program, the employee shall verify that he/she has not used tobacco for the last twelve months, If an employee has stopped the use of tobacco at some point in fihe year and has continued to not use tobacco through the end of the year, the Chief of Police or Assistant Chief of Police may authorize pqrtial payment for this wellness section of the WIP. There are no tests that are required for this section of the program. It is acknowledged that this section of the program is voluntary and somewhat on fihe "honor" of the employee. � December 1993 Amended December 1999 PROGRAM: Education WAGE INCENTIVE: 20� of the total available 6 of 8 Pages COMPONENTS: The employee participating in this section of the WIP can obtain the additionai wage incentive in one of two manners. One way is to have received a four-year bachelor's degree from an accredited College or � University. The degree must be job related. , The second way is to successfully complete classes from an accredited college or University. This continuing education part of the WIP is cibove and beyond individual POST licensing requirements or classes. The employee must successfuily complete twelve (12) quarter credits or the equivalent in semesfier credits per year in order to achieve the wage incentive. A grade of C or better is required. The classes must be job related. To encourage continuing education for all City emplayees, the City will reimburse employees for college courses consistent with the City's tuition reimbursement policy. .` : December 1993 Amended December 1999 PROGRAM: Community Service WAGE INCENTIVE: 10% of the totai available 7 of 8 Pages COMPONENTS: This section of the Wage Incentive Program shall be completed on the employee's time. The employee shall, show evidence of being active for the entire year in at least one community service or activity. The activity or community senrice does not need to be based in Elk River, The community service or activity must be preapproved by the Chief of Police or Assistant Chief of Police. Examples of community services or activifiies include membership and participation in such groups as the Arts Councii, , Jaycees Organization, Lions Club, Rotary Club, Community Theater, Church Groups, Community Ou#reach Programs, Youth Organizations, United Way activities, CAER, etc. Evidence of participation must be shown annuaily. Any participation in a community service organization that is required by the Chief of Police as part of the employee's duties as a police officer will nofi be considered an eligible activity for meeting the requirements of this section of the WIP: December 1993 Amended December 1999 PROGRAM: Skills WAGE INCENTIVE: 20� of the total available 8 of 8 Pages COMPONENTS: Two separate tests will be developed to evaluate the skiils of the empioyees: one test for Patro! Officers and one test for employees assigned to Juvenile/Investigator activities. The Chief of Police and Assistant Chief of Police will develop fihe test questions. The tests sha II be taken on employee time if they choose to participate in this section of the 1AlIP program. The majority of the skilfs assessment will be based on the Department's Policy and Procedure Manual, Criminal Code, City Ordinances, traffic iaws and other information deemed appropriate by the Committee. The test will be offered once per year. The test will be composed of 24 questions each. A passing grade of 75% is required in order to obtain the wage incentive available. The Chief of Police and Assistant Chief of Police will determine the mix of the questions in terms of how much of each test is related to the special assignments of the employees.