5.5. SR 06-04-2007
REQUEST FOR ACTION
To
Ci . Council
Agenda Section
Consent
Meeting Date
June 4, 2007
Item Number
55.*
Prepared by
Lauren Wipper, Human Resource
Re resentative
Reviewed by
Bruce West, Personnel Committee
Reviewed by
Lori ohnson, Ci Administrator
Item Description
Position Analysis Appeal Recommendations
Action Requested
Approve the following Personnel Commitree recommendations resulting from position analysis appeals:
Pay Grade Changes
From To
Payroll Clerk pay grade 6 pay grade 7
Park Maintenance Supervisor pay grade 7 pay grade 9
Under the Fair Labor Standards Act the Park Maintenance Supervisor position is exempt from overtime.
It had previously been classified as non-exempt.
Background/Discussion
The City hired Rod Kelsey of Riley, Dettmann & Kelsey to complete a pay study and update the City's
pay plan. In October 2006, employees received memos informing them of their position's ranking in the
City's new pay plan. Any employee who felt his/her position was not appropriately placed had the
opportunity to appeal the position ranking. Seven positions were appealed: Accounting Clerk, Payroll
Clerk, Park Maintenance Supervisor, Ice Arena Maintenance Supervisor, Lead Maintenance Mechanic,
Maintenance Mechanic, and the Street Maintenance Operator II position that works primarily in
Equipment Services.
Employees who wished to appeal were required to complete the attached Position Analysis Appeal Form.
After complete, their forms were forwarded to their supervisor for comment. Each employee met with
the Personnel Commitree to provide a verbal account of their appeal and answer questions from the
committee. Employees who were not satisfied with the decision of the Personnel Committee were able
to appeal to the City Administrator and, if still not satisfied, to the City Council.
During each appeal, the Personnel Committee focused on the five evaluation factors used by the Riley,
Dettmann & Kelsey system. Those five factors are formal preparation and experience, the freedom to act
and the impact of decisions made, thinking challenges and problem solving, interactions and
communications, and the hazards and physical requirements of the work environment. The committee's
task was to get a complete understanding of the position description to assure the five factors were rated
appropriately. The committee did not take this task lighrly and worked hard to assure accurate results.
Mr. Kelsey performed his analysis based on our updated position descriptions and his vast knowledge of
public employment. The committee was looking for areas where Mr. Kelsey's understanding of the
duties may have differed from actual. As an example, a position that has the duty of preparing a meeting
agenda may type the agenda or may determine the items that will be discussed at the meeting. Both are
examples of preparing the agenda but with significanrly different decision making requirements.
The committee found occasions where a rating required adjustment. In only two cases, Payroll Clerk and
Park Maintenance Supervisor, did the change in rating move the position to a higher pay grade. In one
case, Park Maintenance Supervisor, the rating change caused a significant pay grade change. The
committee met with Park and Recreation Director Bill Maertz ro assure we had the correct understanding
of the position.
Although there may have been a slight change in some of the factor ratings, the committee found that the
positions of Accounting Clerk, Ice Arena Maintenance Supervisor, Lead Maintenance Mechanic,
Maintenance Mechanic, and Street Maintenance Operator II in Equipment Services would not change
pay grades. The slight change in rating did not move the position into another pay grade. Each of these
positions were appealed to the City Administrator and her findings remained consistent with the result of
the commitree.
Financial Impact
Approximately $1,250.00 for 2007.
Attachments
. Position Analysis Appeal Process and Form
. Position Analysis Appeal Supervisor Information and Form
Action
Motion by _
Second by _
Vote
Follow Up
POSITION ANALYSIS
APPEAL PROCESS
In 2006, the City of Elk River's pay plan was evaluated and revised by Rod Kelsey of Riley,
Dettmann & Kelsey. Each position description was updated and reviewed for accuracy and
internal ranking. The new pay plan will become effective January 1,2007.
How the evaluation process worked:
The Personnel Committee reviewed job evaluation options and took those options and a
recommendation to the City Council.
The City Council selected Riley, Dettmann & Kelsey as consultants for the study based
upon their method of job evaluation.
Positions were ranked based on this methodology to determine placement within the pay
plan.
Pay grades were developed and positions were placed into pay grades based on their
ranking.
A salary study was performed of 11 comparable cities.
Based on direction from the City Council, Mr. Kelsey developed a new 2007 pay plan.
On October 16, 2006 the City Council adopted the pay plan effective January 1, 2007.
What can you do if you disagree with the outcome of the study as it relates to your
position?
If you disagree with the placement of your position within the new pay plan, you may ask to have
this reevaluated. In evaluating a position, we must consider the position as it relates to the needs
of the City, and separate that from the employee who holds the position. Understand that we
will reevaluate the position (as it applies to the attached position description) rather than the skills
and abilities you bring to the position. As well, reevaluation will be based on the factors used by
the Riley, Dettmann & Kelsey system, not upon market comparison. Below are the steps you
need to follow to request a reevaluation of your position.
1. Discuss your request with your immediate supervisor.
2. Complete the attached form and return it to Lauren in Human Resources by
3. Lauren will forward your form to your Supervisor, Division and Department Heads (where
applicable) for comments. Each will receive their own copy and their comments shall be made
independendy of each other. They will each return their comments to Lauren.
4. Lauren will schedule a time for you to meet with the Personnel Committee (Bruce West, Joan
Schmidt and Lauren Wipper) for you to provide a verbal account of your appeal and answer
questions.
If you are not satisfied with the decision of the Personnel Committee, you may then appeal to the
City Administrator, Lori Johnson. If not satisfied with her decision, the appeal may be brought
before the City Council.
POSITION ANALYSIS
APPEAL FORM
Position:
Employee requesting reevaluation:
The questions below are designed to describe your job based on the factors of the Riley,
Dettmann & Kelsey method of job evaluation - formal preparation and experience, decision
making, thinking challenges and problem solving, interactions and communications, and
work environment. Please answer the questions as completely as you can. Remember that
this evaluation is based on your attached position description. All position descriptions were
reviewed in March and should accurately reflect a summary of the duties performed.
Include many examples for each question. The information you provide will assist in the
review of your appeal. Attach additional pages if necessary.
Decision Making
On a regular basis, do you consult with someone before making decisions or do you make
them on your own?
If you consult someone, whom do you consult with and what information do you bring to
the discussion?
What decisions do you regularly make in your position?
Do these decisions relate specifically to your own job or do they affect other departments?
If other departments, list those departments and describe how the decision relates to them.
Thinking Challenges and Problem Solving
In your position, what problems or challenges do you encounter on a regular basis?
Are there established procedures for handling these problems or challenges?
If yes, what are they?
If no, what are your options for handling these problems or challenges?
Interactions and Communications
In this position, whom do you communicate with on a regular basis and what is the reason
for the communication?
Work Environment
What duties require you to perform strenuous activity? (Give examples and state how often
and how long you perform those duties.)
What safety hazards do you face when you perform your job?
Additional Comments:
List any other factors you feel would be helpful for this evaluation. \i our position will be
reevaluated only for placement within the established pay plan. Salary information from
other cities will not be included as part of this reevaluation.)
I attest that the statements made above are true and that I have completed this form to the
best of my ability.
Employee Signature
Date
POSITION ANALYSIS APPEAL
SUPERVISOR INFORMATION AND FORM
Your employee, , is appealing the placement of
his/her position of within the City's new
pay plan. Attached is a copy of your employee's appeal form, the position description, and a
form for your comments. The same is being given to the employee's other supervisors
(immediate supervisor, division head and department head as applicable). Your comments
shall be made independendy of the other supervisors. Return your comments to Lauren by
In commenting on this appeal, restrict your remarks to the position duties and refrain from
commenting on the employee's strengths, weaknesses, skills, abilities and the like. In
evaluating a position, we must consider the position as it relates to the needs of the City, and
separate that from the employee who holds the position. As well, evaluation is based on the
factors used by the Riley, Dettmann & Kelsey system, not upon market comparison. Any
comments to market will not be considered.
After receipt of all supervisors' comments, Lauren will schedule a time for your employee to
meet with the Personnel Committee (Bruce West, Joan Schmidt and Lauren Wipper) to
provide a verbal account of their appeal and answer questions.
If they are not satisfied with the decision of the Personnel Committee, they may then appeal
to the City Administrator, Lori Johnson. If not satisfied with her decision, the appeal may
be brought before the City Council.
POSITION ANALYSIS APPEAL
SUPERVISOR COMMENTS
Position:
Employee requesting appeal:
Supervisor's comments:
Supervisor's Signature
Date
Supervisor's Tide