4. SR 12-12-1994
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ITEM 4.
MEMORANDUM
MAYOR & CITY COUNCIL
SUBJECT: BUDGET MEMO
FROM:
DATE: DECEMBER 12, 1994
BUDGET AND LEVY PUBLIC HEARING
On Monday, December 5, 1994, the Elk River City Council held a public hearing on the
proposed 1995 municipal budget and tax levy. This public hearing was required by the
Truth in Taxation law. At this meeting, a number of citizens voiced their concerns over
various parts of the budget, tax levy, and the increases in their property values. Included
in this agenda packet are the minutes from this 12/5/94 public hearing.
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The City Council continued the budget and tax levy public hearing until this special City
Council meeting. The public hearing is scheduled to begin at approximately 8:00 p.m.,
following the EDA meeting. Staff is planning on providing a very brief overview of the
proposed budget and levy at this 12/12/94 public hearing, but can offer a much more
lengthy and detailed overview as requested or deemed appropriate by the City Council.
We will then be ready to receive public input on the budget and levy and respond
appropriately.
Please note that the budget and levy cannot adopted at this 12/12/94 meeting.
Additionally, the budget and levy must be adopted at the next City Council meeting on
12/19/94.
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13065 Orono Parkway · P.O. Box 490. Elk River, MN 55330. (612) 441-7420. Fax: (612) 441-7425
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At some time in the next few weeks, the City Council should consider and adopt a payroll
resolution for all of the non-union City employees. Attached for your review is a draft
payroll resolution. This resolution reflects a 3 percent across-the-board increase in all of
the pay ranges from the adopted 1994 budget. The Council should note that per City
Council action in 1994, Items 10, 11, and 12 are new and Item #8 is changed. The
balance of the resolution is the same as what was approved in 1994.
A number of other employee related issues should also be addressed by the City Council
at an upcoming meeting. Most of these items are the balance of the issues that were
reviewed by the Council in 1994. Attached for your review are the relevant sections of
the minutes when personnel issues were discussed in January, February, June and August.
The remaining employee issues from these minutes include the following:
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1. Vacation Schedule - The Council indicated that it would review a proposal
to adjust the vacation schedule following the approval of the Police Union
Contract. Item #5 in the payroll resolution refers to the vacation schedule. If the
Council deems it appropriate, it should approve a motion changing the City
vacation schedule to mirror the police union vacation schedule. Staff will then
prepare an ordinance amendment to the personnel ordinance to reflect this change.
The current and proposed vacations schedule that were approved by the City
Council for the police union is attached for your review.
2. The City Council delayed consideration of a request from the Economic
Development Coordinator to adjust his vacation schedule. This issue has been
unresolved for about a year and should be dealt with in the near future.
3. The pay of some of the department heads have been discussed at a number
of meetings and the general theme has been that the pay for these individuals is
somewhat low. Staff is recommending no changes in the pay plan for the
department heads above the 3 percent that is in the proposal. Adjustments in pay
ranges and point rankings for department heads and other employees will be
recommended by the Comparable Worth Task Force some time in the first half of
1995. Attached for your review are the minutes from the Comp Worth Task
Force meetings. These minutes are offered in order to update the Council on the
work that has been completed to date to update our Comparable Worth Plan.
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4. The out-of-pay classification request is no longer an immediate concern
for the City, but will certainly need to be revisited at some time in the future when
it starts to affect future employees. The Council can deal with this issue at this
time or delay consideration until it is necessary.
.
5. The personnel coordinator/administrative assistantlhuman resource
coordinator type of position will most likely be dealt with some time in 1995 or
will be discussed in consideration of the 1996 budget.
6. The City Council can discuss "the big three issues" as identified at the
bottom of Page 3 of the 2/14/94 minutes at any time. As noted above, the Comp
Worth Task Force will be recommending adjustments and changes in our pay
structure and employee rankings in the first half of 1995.
In addition to the items listed above, two other issues should also be reviewed by the City
Council. These two issues directly relate to the 1995 proposed pay plan. The first issue
is holiday pay for the Liquor Store employees. For a short period (about nine months)
we had a Liquor Store holiday pay policy in place, but this policy was later repealed by
the City Council. I believe it is appropriate for the Council to reconsider holiday pay for
the Liquor Store employees for certain days. We have holiday pay for other employees
and the Liquor Store employees should also merit consideration for receiving extra pay
for working certain days. It is recommended that the Liquor Store employees receive
time and one-half pay for working the following holiday hours:
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. After 4:30 p.m. on New Year's Eve
. The Saturday before Memorial Day
. The Friday before the 4th of July if it falls on a Saturday or the Saturday
before the 4th of July if it falls on a Sunday
. The Saturday before Labor Day
. Christmas Eve Day
These are the same holiday pay days and hours which were previously provided to the
Liquor Store employees.
The final issue that the City Council should consider is a $.17 per hour increase for the
employees that lost the uniform allowance. As the Council may recall, the expenses for
uniform allowance were deleted from the 1995 budget. If approved, this expenditure
(approximately $2,600 per year) could come out of the City Council Contingency Fund.
If the Council so desires, it could pass a motion increasing the wages and pay plan by
$.17 per hour for all of the employees that lost the uniform allowance. If this does take
place, this motion should also include the Senior Citizen Coordinator as her pay has
historically been tied directly to our clerical staff.
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CITY OF ELK RIVER
1995 COMPENSATION PLAN
EXHIBIT 1
1.
All 1994 pay ranges established by the City Council will increase by
3% in 1995, based on Step 5, in order to remain competitive to the
private market and comparable to similar communities. Based on
acceptable work performance, all City employees will move up one step
in their pay range or to the top of the pay plan, whichever is less.
2.
The 1995 pay ranges for City employees are listed in Exhibit 2.
3.
The 1995 Pay Plan continues the City's efforts to comply with the
Comparable Worth Law.
4.
The part time Liquor Store Clerks shall be paid in accordance with the
following schedule:
o - 500 Hours
501 - 1000 Hours
1001 - 2000 Hours
2001 - 3000 Hours
3001+ Hours
$5.46
$5.99
$6.58
$7.37
$7.90
5. Vacation, holiday, and sick time shall be granted in accordance with
the City's Personnel Ordinance. All regularly scheduled, part time
employees scheduled to work an average of at least 20 hours per week
are to receive prorated benefits for vacation, holiday, and sick time.
6. All unionized employees (Police Department) will have their wages
and benefits adjusted per City Council approval of the Police Union
Contract and are not governed by any clauses of this resolution.
7. All orientation period employees shall receive increases according to
the agreement when the employee was hired.
8.
The City's contribution for the health, life, and dental benefits for
employees was increased from $280.00 to $405.00 per month in 1994
and will continue at that level until contract renewal or otherwise
adjusted by the City Council. The City contribution will be
reevaluated at that time and be adjusted based on the renewal
premium. Prorated insurance benefits will be offered to all employees
scheduled to work an average of 30 or more hours per week.
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9.
When the Waste Water Treatment System Superintendent is absent
for at least one continuous eight hour period, at the discretion of the
Department Head, one employee in the Waste Water Treatment
System Department may receive an additional $.50 per hour for
functioning as the "Lead Contact Worker." This adjustment during the
absence of the Department Head is to reflect additional responsibilities
directing the work crew and work program.
10. Snow plow operators shall be paid double time plus holiday pay for all
hours worked on holidays.
11. Street Department employees shall be paid an additional hour of pay
at their regular rate for each day they are on call during the winter
snowplowing season.
12. The Executive Director of the EDA and HRA shall receive an
additional annual compensation of $1,629 in 1995 to be adjusted
annually.
13.
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To encourage continuing education for City employees, the City will
reimburse 75% of the tuition fee to employees for successfully
completing classes directly related to their position with the City. Any
such class must be taken on employee time and receive written
approval by the City Administrator before tuition reimbursement will
be made.
14. The City Council can make adjustments in any section of the Pay Plan
at any City Council meeting based on compliance to the Comparable
Worth Law, changes in employment status, changes in work
responsibility, or based on performance incentives.
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PAY RANGES
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1995 PROPOSED (3%)
Step 1 Step 2 Step 3 Step 4 Step 5
CITY ADMINISTRATOR 55,266 58,480 61,695 64,909 68,123
FINANCE DIRECTOR 46,055 48,734 51,413 54,093 56,771
POLICE CHIEF 45,348 48,035 50,722 53,410 56,097
STREET SUPERINTENDENT 45,348 48,035 50,722 53,410 56,097
BUILDING & ZONING ADMINISTRATOR 44,809 47,463 50,118 52,772 55,426
WASTEWATER SUPERINTENDENT 44,809 47,463 50,118 52,772 55,426
LIQUOR STORE MANAGER 39,297 42,214 45,130 48,046 50,962
FIRE CHIEF 39,297 42,214 45,130 48,046 50,962
ECONOMIC DEVELOPMENT COORD. 36,542 38,396 40,294 42,324 44,464
CITY PLANNER 33,949 36,071 38,192 40,314 43,260
BUILDING OFFICIAL 35,262 36,851 38,41 8 40,006 41,596
CITY CLERK 35,262 36,851 38,418 40,006 41,596
ASSISTANT LIQUOR STORE MANAGER 22,1 54 23,788 25,465 27,097 28,752
. following positions are subject to overtime: 22.34 22.82 23.22
ICE SERGEANT
BUILDING INSPECTOR 14.23 14.92 15.59 16.27 16.95
ZONING ASSISTANT 12.12 13.03 13.93 14.84 15.77
RECYCLING COORDINATOR 12.12 13.03 13.93 14.84 15.77
SR ACCOUNTING CLERK 10.70 11.55 12.36 13.19 14.05
TAC OFFICER 10.17 10.99 11.80 12.66 13.49
ACCOUNTING CLERK 8.82 9.68 10.57 11.38 12.24
SECRETARY 8.82 9.68 10.57 11.38 12.24
COMMUNITY SERVICE OFFICER 8.82 9.68 10.57 11.38 12.24
SENIOR CITIZEN COORDINATOR 8.20 8.86 9.55 10.23 10.91
SECRETARY RECEPTIONIST 8.20 8.86 9.55 10.23 10.91
CLERK TYPLlST 7.43 8.12 8.81 9.50 10.08
FULL TIME LIQUOR CLERK 7.56 8.20 8.82 9.50 10.08
RECEPTIONIST 6.37 7.11 7.80 8.54 9.28
WWTS OPERATOR 11.17 12.10 13.04 13.98 14.89
MAINTENANCE III 13.23 13.89 14.58 15.32 16.08
MAINTENANCE II 11.68 12.41 13.14 13.87 14.57
MAINTENANCE I 9.55 10.28 11.01 11. 74 12.46
LABORER 7.65 8.27 8.89 9.51 10.11
PART TIME LIQUOR CLERK 5.46 5.99 6.58 7.37 7.90
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1995-96 POLICE UN10N CONTRACT
1.
l-Vae-es - Increase wages by 3% in 1995 and an additional 3% in 1996.
2.
Health Insu.rance - Increase the employer contribution by $15.00 in
1995 for a total of $295.00 and an additional $15.00 in 1996 for a total
of $310.00.
3.
Uniforms - Increase the uniform allowance by $15.00 in 1995 for a
total of $475.00 and increase the allowance by an additional $15.00 in
1996 for a total of $490.00.
4.
Comvensation Time - Allow Union members to carryover 40 hours of
compensation time each year.
5.
Premium Holida....s - Add an additional premium holiday on 1/1/96 to
bring the total in the Contract to eight premium holidays.
6.
Call Back Minimu.m Pa...' - Change the minimum pay call back
amount to two hours instead of the current one hour.
7.
Vacation Schedule - Change the City vacation schedule as shown
below:
}:Liili
0-5 years
5-7 years
7-9 years
9-11 years
11-13 years
13-15 years
15-17 years
17 years
18 years
19 years
20 years
21+ years
CURRENT
10 days
14 days
15 days
16 days
17 days
18 days
19 days
20 days
20 days
20 days
20 days
20 days
PROPOSAL
11 days
14 days
15 days
16 days
17 days
18 days
19 days
20 days
21 days
22 days .
23 days
24 days
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Elk River city council Meeting
January 3, 1994
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COUNCILMEMBER HOLMGREN MOVED TO KEEP THE POSITION OF "ADMINISTRATIVE
ASSISTANT" IN THE BUDGET CONTINGENT UPON HAVING A WORKSESSION WITH THE
CITY COUNCIL AND CITY STAFF TO REVIEW PERSONNEL ISSUES AND THAT THE
WORKSESSION INCLUDE AN EXPLANATION OF THE COMPARABLE WORTH LAW.
COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 5-0.
The City Administrator stated that the 1994 budget is balanced and has
been approved by the City Council. It was the consensus of the Council
to leave the $43,500 transfer-in from the cash flow reserve in the
budget and to address this throughout the year in the form of budget
amendments.
MAYOR DUITSMAN MOVED TO AUTHORIZE A 3% SALARY INCREASE TO ALL CITY
EMPLOYEES WITH THE EXCEPTION OF STEVEN ACH WHO WILL RECEIVE AN
INCREASED TO $42,000 AND THE FIRE CHIEF WHO WILL RECEIVE NO INCREASE
UNTIL A FIRE INSPECTION PROGRAM IS STARTED. COUNCILMEMBER HOLMGREN
SECONDED THE MOTION.
Council discussion was held regarding the status of a fire inspection
program.
Councilmember Farber stated that police Chief Zerwas is underpaid and
feels he deserves an increase in merit pay. Councilmember Holmgren
indicated that this issue could be discussed at the Worksession and
that any pay authorized could be retroactive.
~~YOR DUITSMAN WITHDREW HIS MOTION. COUNCILMEMBER HOLMGREN WITHDREW
HIS SECOND.
The City Council recessed at 8:15 and reconvened at 8:30 p.m.
COUNCILMEMBER HOLMGREN MOVED TO APPROVE A 3% PAY INCREASE TO
EMPLOYEES. COUNCILMEMBER FARBER SECONDED THE MOTION.
CARRIED 5-0.
ALL CITY
THE MOTION
COUNCILMEMBER DIETZ MOVED TO DIRECT
IMPLEMENT A WRITTEN COMMERCIAL FIRE
FOR REVIEW WITHIN THIRTY (30) DAYS.
MOTION. THE MOTION CARRIED 5-0.
THE FIRE CHIEF TO PROVIDE AND
INSPECTION PLAN TO THE CITY COUNCIL
COUNCILMEMBER SCHEEL SECONDED THE
The numbers below will coincide with the
Resolution memo from the City Administrator
Council dated December 16, 1993.
numbers
to the
in the 1994 Pay
Mayor and City
1. Title Change for Gary Schmitz
COUNCILMEMBER DIETZ MOVED
FROM RECYCLING COORDINATOR
HOLMGREN SECONDED THE MOTION.
TO APPROVE A TITLE CHANGE FOR GARY SCHMITZ
TO PLANNING ASSISTANT. COUNCI LMEMBER
THE MOTION CARRIED 5-0.
2. TAC Officer Assianment
Chief Tom Zerwas requested, in writing, an increase in salary of
per hour to TAC Officer Kathy Anderson for the added
Police
$.52
Elk River city council Meeting
January 3, 1994
Page 7
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responsibility of supervising all of the clerical and receptionist
employees.
Mayor Duitsman indicated that he is not in favor of granting a raise in
salary for the TAC Officer as he felt it was the police Chief's
responsibility to supervise the employees. Councilmember Holmgren
stated that he would not vote in favor of this request at this time due
to the lack of proper channels the request has gone through. He
indicated that this request should be considered at the Personnel
Worksession.
Chief Zerwas explained that his Administrative Secretary had the
responsibility of supervising the clerical staff. When she retired,
Kathy Anderson was promoted to TAC Officer but the position of
Administrative secretary was never filled. He indicated that he felt
Kathy Anderson should be compensated for the added responsibility of
supervising the clerical employees.
It was the consensus of the Council to discuss this issue during the
Personnel Worksession.
3. Accounting Clerk and Secretary
Request to change titles of positions
Heinecke and to increase the hourly wage by
July 1, 1993.
for Brenda
$1.25 per
Ebner and Alice
hour effective
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Mayor Duitsman questioned the reasoning of jumping both employees from
step 3 to step 5.
COUNCILMEMBER DIETZ MOVED TO AUTHORIZE A PAY INCREASE FOR BRENDA EBNER
AND ALICE HEINECKE TO 30% ABOVE STEP 4 EFFECTIVE JANUARY 1, 1994, AND
FURTHER AUTHORIZED THE TITLE CHANGES FOR BOTH EMPLOYEES; BRENDA EBNER
AS ACCOUNTING CLERK AND ALICE HEINECKE AS SECRETARY. COUNCI LMEMBER
SCHEEL SECONDED THE MOTION. THE MOTION CARRIED 4-1. COUNCILMEMBER
HOLMGREN OPPOSED.
Councilmember Holmgren indicated that he was opposed because he is
questioning the process that staff is using to recommend pay increases.
4. Clerk/Typist Job Description
Request pay range adjustment for Clerk/Typist to level of receptionist
to more accurately reflect the duties being performed.
Mayor Duitsman indicated because the employee was hired was as
clerk/typist to act as a rover and back-up position for the clerical
staff, he would not be in favor of an increase. Councilmember Holmgren
stated that he is opposed to an increase at this time as the City has
no formal process for reclassifying job titles.
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COUNCILMEMBER DUITSMAN
PAY RANGE NOT BE CHANGED.
THE MOTION CARRIED 5-0.
MOVED THAT THE CLERK/TYPIST JOB DESCRIPTION AND
COUNCILMEMBER SCHEEL SECONDED THE MOTION.
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Elk River City Council Meeting
January 3, 1994
Page 8
It was the consensus of the Council that this item be discussed at the
Personnel worksession.
5. Out-of-classification pay
Request for increase in pay for Laborer employee when performing
Maintenance I work (snowplowing).
Mayor Duitsman indicated that he supports this request. Councilmember
Farber indicated that this request is the same as the TAC Officer
request and stated that the City must be consistent.
It was the consensus of the Council to discuss this item at the
Personnel Worksession.
6. Double-time pay for employees performing snow removal on holidays
Request to receive double-time pay
plow snow on holidays and Sundays.
payment of regular wages per day
are on call.
for street maintenance employees who
Also, a request for one hour
that the street department employees
COUNCILMEMBER DIETZ MOVED TO AUTHORIZE DOUBLE-TIME PAY FOR STREET
MAINTENANCE EMPLOYEES PLOWING SNOW ON HOLIDAYS AND PAYMENT OF ONE HOUR
OF REGULAR WAGES PER DAY THAT STREET DEPA.~TMENT EMPLOYEES ARE ON CALL.
COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 5-0.
7. EDA Executive Director
Request to recommend to the EDA that the title of Executive Director of
EDA be given to Economic Development Coordinator and to increase the
salary to $45,000 to reflect the increased responsibility. Also,
request to increase vacation to the three week level.
Councilmember Dietz indicated he is opposed to increasing the vacation
level for the Economic Development Coordinator.
The Council discussed the fact that Bill Rubin performs most of the
duties of the EDA Executive Director and, therefore, it would be
appropriate to give him the title. It was the consensus of the Council
to discuss the pay increase at the personnel worksession.
COUNCILMEMBER DIETZ MOVED TO RECOMMEND TO THE EDA THE REMOVAL OF THE
TITLE OF EXECUTIVE DIRECTOR FROM PAT KLAERS AND TO GIVE THE TITLE TO
BILL RUBIN. COUNCILMEMBER SCHEEL SECONDED THE MOTION. THE MOTION
CARRIED 5-0.
8. Employee Vacation Schedule
Request to study the City employee vacation schedule to consider
increasing the vacation level after 20 years of service.
It was the consensus of the Council to discuss this item at the
personnel worksession.
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Elk River City Council Minutes
February 14, 1994
Page 3
consider purchasing 3 new scanners and software from Total Register systems.
Inc.. detailed on the second page of the memo on this topic.
Mayor Duitsman questioned the need for training all personnel on the software
and suggested that staff consider training only part of the liquor store personnel
and have those people train the remaining clerks.
COUNCILMEMBER FARBER MOVED TO AUTHORIZE THE PURCHASE OF 3 SCANNERS.
SOFTWARE AND NECESSARY TRAINING FROM TOTAL REGISTER SYSTEMS, INC., AT A
COST OF $6,829.00 FOR NORTHBOUND LIQUOR STORE, SUBJECT TO STAFF APPROVAL
OF THE COST AND EXTENT OF TRAINING NECESSARY FOR OPERATION OF THE NEW
SYSTEM. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 4-
O.
5.2. Request to Purchase Self-Contained Breathina Apparatus (Fire Department)
COUNCILMEMBER HOLMGREN MOVED TO AUTHORIZE THE PURCHASE OF 12 SCOTT
SELF-CONTAINED BREATHING APPARATUS (S.C. B.A.) FROM CLAREY'S SAFETY CO., AT
A COST OF $23,291.55. COUNCILMEMBER FARBER SECONDED THE MOTION. THE
MOTION CARRIED 4-0.
6.
Council Updates
COUNCILMEMBER HOLMGREN MOVED TO AUTHORIZE THE CITY COUNCIL TO MEET
AT 7:00 P.M. ON THURSDAY, FEBRUARY 17, 1994, INSTEAD OF 6:00 P.M., AS
PREVIOUSLY SCHEDULED. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE
MOTION CARRIED 4-0.
The City Administrator stated that the Building and Zoning Administrator has
requested that the Gravel Mining Environmental Impact Statement (E.I.S.) public
hearing be held at 6:00 p.m. . on March 21. 1994. rather than 7:00 p.m. The
Council had no problems with this public hearing being held before 7:00 p.m.
The City Administrator advised the City Council that an article will be appearing
Wednesday in the Star News. stating that the bid award date for the Highway 101
project has been changed but should not affect the scheduled completion time.
He stated that the reason for the change is due to the delay in obtaining right-of-
way from certain property owners.
The City Council called a recess at this time (6:50 p.m.) The Elk River Economic
Development Authority meeting was called to order at 7:00 p.m.
The City Council reconvened at 8:50 p.m.
4. COUNCILMEMBER HOLMGREN MOVED TO TABLE THE FOLLOWING ITEMS UNTIL THE
NEXT CITY COUNCIL MEETING WHEN A FULL COUNCIL IS PRESENT.
4.1. COMPARABLE WORTH LAW UPDATE;
4.2. REVIEW OF JOB DESCRIPTIONS; AND,
4.3. REVIEW OF PERSONNEL ORDINANCE,
COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 4-0.
Elk River City Council Minutes
February 14, 1994
Page 4
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4.4.
Review Personnel Issues from January 3. 1994 Meetina
Item #2 - Police Chief Request for Temporary Assiqnment and Pay Increase For
T.A.C. Employee
COUNCILMEMBER HOLMGREN MOVED TO APPROVE THE POLICE CHIEF'S REQUEST
FOR THE TEMPORARY ASSIGNMENT AND PAY INCREASE FOR THE T.A.C. EMPLOYEE.
COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 4-0.
Councilmember Dietz requested that the Police Chief report back to him in 60
days to advise whether or not the problems have been resolved in his
department. The pay increase was $.52 per hour and retroactive to 1/1/94.
Item #3 - Accountinq Clerk and Secretary Retroactive Pay
The City Administrator explained that the salaries for the accounting clerk and
secretary positions were previously set by the Council and that the purpose of this
discussion is to address retroactive pay.
Council member Dietz noted tha~ staff is authorized to have the accounting clerk
work up to forty (40) hours a week if necessary. The City Administrator indicated
that he is awa~e of that and that funds for the additional hours will come from the
Council Contingency fund.
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COUNCILMEMBER HOLMGREN MOVED TO APPROVE THE RETROACTIVE PAY
ADJUSTMENT FOR ACCOUNTING CLERK BRENDA EBNER AND ADMINISTRATIVE
SECRETARY ALICE HEINECKE OF SEVENTY CENTS (S.70) PER HOUR, BEGINNING JULY
1, 1993, TO DECEMBER 31, 1993. COUNCILMEMBER FARBER SECONDED THE
MOTION. THE MOTION CARRIED 3-1. MAYOR DUITSMAN OPPOSED.
Item #4 - Clerk Typist and Receptionist
COUNCILMEMBER HOLMGREN MOVED TO AUTHORIZE A CLERK-TYPIST II POSITION AT
A MID-POINT WAGE BETWEEN THE CLERK-TYPIST I POSITION AND THE RECEPTIONIST
POSITION AND THAT GERYL ROGERS SERVE THE CITY IN THIS CAPACITY; AND, THAT
THE RECEPTIONIST POSITION BE RETITLED TO RECEPTIONIST/CLERK TO MORE
ACCURATELY REFLECT THE DUTIES OF THIS POSITION. COUNCILMEMBER DIETZ
SECONDED THE MOTION. THE MOTION CARRIED 4-0.
Item #7 - EDA Executive Director
The City Administrator explained that he is recommending that Economic
Development Coordinator William Rubin be appointed as EDA Executive Director.
The City Administrator further recommended that Mr. Rubin I s salary be increased
to $45,000 for 1994 for this added responsibility.
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Bill Rubin explained his request for an additional week of vacation time. He
stated that he did not understand that vacation time was a negotiable issue of
employment with the City, but became aware of the fact when the City Planner,
Steve Ach. was hired with three weeks of vacation.
Elk River City Council Minutes
February 14, 1994
Page 5
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COUNCILMEMBER HOLMGREN MOVED TO TABLE WILLIAM RUBIN'S VACATION
REQUEST UNTIL CITY COUNCIL REVIEW OF THE CITY'S VACATION POLICY.
COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 3-1.
MAYOR DUITSMAN OPPOSED.
COUNCILMEMBER HOLMGREN MOVED TO RECOMMEND TO THE EDA THE
APPOINTMENT OF THE ECONOMIC DEVELOPMENT COORDINATOR AS THE EDA
EXECUTIVE DIRECTOR, WITH AN INCREASE IN SALARY TO $44,750 FOR 1994.
COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 4-0.
Item #8 - Emplovee Vacation Schedule
COUNCILMEMBER DIETZ MOVED TO TABLE THIS ITEM UNTIL DISCUSSION OF THE
POLICE UNION CONTRACT WHICH EXPIRES DECEMBER 31, 1994. COUNCILMEMBER
HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 4-0.
COUNCILMEMBER HOLMGREN MOVED TO AMEND HIS MOTION UNDER ITEM NO.7 -
EDA EXECUTIVE DIRECTOR, AS FOLLOWS: TO TABLE BILL RUBIN'S VACATION REQUEST
UNTIL DISCUSSION OF THE POLICE UNION CONTRACT WHICH EXPIRES DECEMBER 31.
1994. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 4-
O.
7. Staff Updates
There were no items for discussion.
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8.
Adiournment
There being no further business. COUNCILMEMBER HOLMGREN MOVED TO
ADJOURN THE MEETING. COUNCILMEMBER FARBER SECONDED THE MOTION. THE
MOTION CARRIED 4-0.
The meeting adjourned at 9:41 p.m.
Respectfully submitted,
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(~)
Debbie Kleckner
Recording Secretary
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City Council minutes
June 6, 1994
Page 3
5.5.
Personnel Reauest ~ human resources coordinator
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City Administrator Pat Klaers indicated that the position of a human resources
coordinator was discussed during the 1994 budget process. He stated that the
hiring of this position was delayed by the Council to allow for Council discussion of
the matter.
The City Administrator explained that due to the growth of the City and growth in
personnel with 62 full time employees, staff supports the position of a human
resources coordinator.
Councilmember Holmgren indicated that he has been an advocate of this
position for a couple of years. He indicated there are many personnel issues
which the City has been dealing with including comparable worth and
insurance. Councilmember Holmgren indicated that he is in favor of the position.
Councilmember Scheel indicated she would like to see the salary for the position
at $35,000.
Council member Farber indicated he is in favor of hiring a human resources
coordinator. He indicated that Pat Klaers and Lori Johnson do not have the time
to deal with all personnel issues. Councilmember Farber also indicated that he
would like to see the salary kept at about $35.000. He further stated that it is
important that this position review the health insurance issue in order to lower the
premiums.
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Mayor Duitsman indicated that although the City has experienced growth, he
does not feel this is the time to hire a human resources coordinator. He indicated
that the City should rely on the League of Minnesota Cities for its personnel needs.
He indicated that the hiring of a human resources coordinator is one expense
that the city does not need and stated he will not support the issue at this time.
Council member Dietz indicated that he would like time to review this issue more
thoroughly. He stated that he may be willing to authorize the hiring of this position
following the 1995 budget review.
COUNCllMEMBER HOLMGREN MOVED TO PROCEED WITH THE HIRING OF A HUMAN
RESOURCES COORDINATOR WITH A SALARY RANGE OF $35,000 - $43,500 AND THAT
THE EMPLOYEE BEGIN EMPLOYMENT ON SEPTEMBER 1, 1994. THE MOTION FAilED 2-
2-1. COUNCILMEMBERS FARBER AND HOLMGREN VOTED IN FAVOR OF THE
MOTION. COUNCILMEMBER DIETZ AND MAYOR DUITSMAN VOTED AGAINST THE
MOTION. COUNCILMEMBER SCHEel ABSTAINED.
5.4.
Northbound Liauor 1993 Annual Report
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Liquor Store Manager Fritz Dolejs presented the Northbound Liquor 1993 Annual
Report. Fritz Dolejs explained that total sales for 1993 increased by $2.468 over
1992. He indicated that liquor sales were down due to several factors including
a decrease in consummation, cooler summer temperatures and increased price
competition. He further stated that Northbound will continue to be profitable
due to increased population, and an expansion of business trade. Discussion was
held regarding the possibility of a second liquor store. Discussion was also held
regarding the wages paid to the liquor store employees. Fritz Dolejs indicated he
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City Council Minutes
August 29, 1994
Page 10
$21,300. the 1995 Personal Services additions page. and the 1995 Capital Outlay
page.
The City Council reviewed possible personnel additions in 1995 and it was noted
that while a mechanic is necessary. it is difficult to finance this year and also that
the Police Department obtained an extra officer in 1994 and this. to some
Councilmembers. was considered its 1995 increase in manpower. The proposed
promotions in the Police Department and the increase for clerical staff in the
Police and Administration departments were reviewed. The Accountant request
being combined with the existing Administration/Finance employee in the 1995
budget was reviewed. The City Administrator also distributed a memo from the
Chief of Police regarding supervisory staff comparisons. The Council also
reviewed the need for a fire inspector in 1995.
8. Adiournment
There being no further business. COUNCILMEMBER SCHEEL MOVED TO ADJOURN
THE MEETING. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION
CARRIED 5-0.
The meeting of the Elk River City Council was adjourned at 11: 11 p.m.
Respectfully Submitted.
~Af:::k~~
City Clerk
r?4a~~--
Pat Klaers
City Administrator
Special City Council Meeting
August 30. 1994
Page 2
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The City Administrator indicated that the "best guess" as to the repair costs for
the roof at the Fire Station was in the $25.000-$30.000 range depending upon
whether roof structural damage exists. The City Council directed staff to proceed
in the obtaining of quotes for this repair project and indicated that if funds were
available, use of the 1994 Contingency fund would finance this project.
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The City Council discussed the 1995 Personal Services additions sheet that was
distributed on 8/29/94. Some Councilmembers noted that an additional non-
budgeted police officer was hired in 1994 and that this should meet the needs of
the Police Department in 1995. Other Councilmembers discussed the need for
police services in general. and especially when some of the commercial
establishments open in 1995-96. The City Administrator noted that the staff would
prefer the filling of the 10/94 laborer position and adding one more laborer
position in 1995 rather than not filling either position and hiring a mechanic in
1995. A continuation of the planning program was reviewed and it was noted
that this position is especially important while the comprehensive planning
process is taking place. Combining the need for accounting services with the
Administration employee that is already in the 1995 budget was discussed. It was
noted that this position is going to have to also have some experience in
personnel work. The clerical needs in the Police and Administration departments
were discussed. The Council requested more information on the Administration
clerical needs. The Administrative Sergeant promotion and the Administrative
Secretary changes were briefly discussed. For budgeting purposes, the Council
indicated its support for adding $80,000 to the City Council Contingency fund for
additions in personnel in 1995.
1995 wage adjustments and comparable worth state certification was discussed.
All of these expenditures are located in the City Council Contingency fund in the
1995 budget proposal. Once these expenditures were authorized by the Council,
then budget transfers would move these monies to the individual departments.
This is a change from previous budgets. The Council discussed the comparable
worth law and some of the anticipated changes in pay and point rankings based
on the revised benchmark point rankings that they received from the City
Administrator in February, 1994.
The City Administrator discussed the budget pages that were distributed on 8/29,
but which were not reviewed. The following items were noted:
Senior Citizen Program - This budget increased due to more conference
and employee insurance expenditures.
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City Council Contingency - The $70,000 increase in this budget has
previously been discussed by the Council as being necessary to cover
1995 employee wage adjustments and 1995 comparable worth wage
adjustments. It was noted that this fund no longer includes the
contribution to the Fire Department retirement fund. The $80,000 increase
for 1995 personnel additions will be added to this proposed budget. The
1995 proposed total will then be $220,000.
.
COMP WORTH MEETING MINUTES
Apri/19, 1994
Members Present: Tom Zerwas, Sandy Thackeray, Lori Johnson, Phil Hals
Sandy volunteered to take minutes. It was decided that it was unnecessary
to elect a chair and vice chair.
Lori updated the committee on the reason and need for a new study.
Discussion was held regarding which study the committee would use; Hay vs.
PDT. The City's current comp worth plan was completed from the PDI study.
The committee felt that the Hay study would be easier to complete and
understand and would also cost less money.
The committee, on the other hand, felt that the PDI study would provide
consistency in job evaluations and point rankings in comparison to the
current comp worth plan.
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The committee reviewed some of the benchmark positions from PDI and Hay.
It was noted that there were some definite differences in the benchmark
positions from one study to the next. Lori volunteered to prepare a chart
showing the differences which will be reviewed at the next meeting.
The committee hopes to make a decision on which study to use at the next
meeting which will be held on 5/3/94. at 8:30 a.m.
The committee decided to meet every other Tuesday, 9:00 a.m. opposite staff
meeting Tuesdays. A calendar will be submitted at the next meeting.
118!3()g,rii.tOl():OO~Lrn.;#:t;5hoursHII
Sandy Thackeray
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COMP WORTH MEETING MINUTES
May 2, 1994
Members Present: Tom Zerwas, Sandy Thackeray, Lori Johnson, Phil Hals
Meeting dates were discussed. May 10, 2:00 p.m. and May 17, 8:30 were
decided as meeting dates for May. We will discuss meeting dates on a month-
by-month basis.
The committee reviewed differences in benchmark positions between the two
studies. It was felt that the committee was too uninformed about the two
studies to make an intelligent decision. It was decided to contact a
representative from each study and invite them to come and speak to the
committee about their study. The committee felt that it would be more
comfortable making a decision on which study to use after hearing a
presentation from the two groups.
.
Lori Johnson will contact the two groups and try to set up the afternoon of
May 10 for the presentations.
Ils:308..m;tp:9:.308:lpH#J.HbtiJ:. ....nll
Sandy Thackeray
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COMP WORTH MEETING MINUTES
May 10, and May 17, 1994
Members Present: Tom Zerwas, Sandy Thackeray, Lori Johnson and Phil
Hals
5/10 - Presentation from Hay Group
5/17 - Presentation from PDI
No decision made at this time.
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Sandy Thackeray
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COMP WORTH MEETING MINUTES
June 1, 1994
Members Present: Tom Zerwas, Sandy Thackeray, Lori Johnson, Phil Hals
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Discussion was held regarding the presentations by the Hay Group on May
10 and the PDI Group on May 17. There was a unanimous consensus of the
committee to continue using PDI. It was the opinion of the committee that
PDI would be less expensive and less time consuming. The committee felt
that although the Hay Group would eliminate any potential or preconceived
bias, it would be too expensive as it seemed that the Hay Group preferred to
implement the entire process. The cost was $2,000 per day or $150 to $200
per hour if the City chose to do some of the work and request Hay's assistance
on an "as needed" basis. The committee also felt that it would not be to the
City's advantage to completely "start over" on the Comp Worth Plan.
The Committee intends to convert the existing comp worth points to the new
PDI system for those job descriptions that have not changed. The job
descriptions that have changed, or have been added since the study, will be
given a point ranking following the committee's review.
The committee will meet on June 21 and June 28 at 9:00 a.m.
Lori Johnson will order the necessary task value and conversion forms from
PDI and have them available at the next meeting. Lori will also copy all of
the job descriptions and have them available on June 21. The committee will
begin to review the point rankings on June 21.
11~!Qg;~1l$,lif;$j~Qi!j!il$,I!E!.!~\ji~)if$:J\ it: ':1 ~
Sandy Thackeray
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CaMP WORTH MEETING MINUTES
June 21, 1994
Members Present: Tom Zerwas, Sandy Thackeray, Lori Johnson, Phil Hals
It was decided that the position profiles would be reviewed by department
heads. Following this review, each department head would meet with the
committee to discuss the position profile revisions.
The following decisions were made:
Steve Rohlf to complete administrative and technical questionnaires
Sue Kapla to complete administrative support and technical questionnaires
Mike Donais to complete a technical questionnaire
Darrell Mack to complete Public Works questionnaire
(Sandy to order these booklets.)
The committee will review the Liquor Store following return of the necessary
information. Fritz will be given Retail Cashier; Retail Clerk; and Liquor
Facility Manager position profiles. Mike Donais will be given an
administrative support questionnaire to complete. This must be sent to PDI
for evaluation. When it is returned the committee will meet with Fritz to
review position profiles for the liquor store employees.
The committee will review the Street Department position profiles as Phil
Hals completes them. Phil indicated he would start on them this week and
try to have a couple for the committee to review on 6/28. Phil will review the
following position profiles: Laborer; Park Maintenance worker; Light
Equipment Operator; Heavy Equipment Operator; Mechanic; Maintenance
Supervisor/Foreman Public Works Superintendent; Park and Recreation
Director
The next meeting will be held on June 28, 1994, at 9:30 - 11:30 a.m.
119:@:jf,liJ:iJllI#inti!5!1!JdJi.i1i: III
Sandra Thackeray
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COMP WORTH MEETING MINUTES
June 28, 1994
Members Present: Tom Zerwas, Sandy Thackeray, Lori Johnson, Phil Hals
Discussion was held on the process to follow for completing the questionnaires and
position profiles. It was felt that if the job descriptions were reviewed by department
heads and the committee, and made decisions based on this reviewal, the decisions would
be somewhat arbitrarily made because neither department heads or the committee actually
knows the percent of time each employee spends on each duty.
Discussion was held regarding whether or not each employee should complete a
questionnaire. It was determined that those employees who are not listed in the recent
PDI study should complete questionnaires.
The committee decided to review this decision with PDK prior to proceeding.
The committee is requesting that the following employees complete either a questionnaire
or a position profile:
.
+ Steve Rohlf
+ Darrell Mack
+ Bill Rubin
+ Brian Vita
+ Dave Hurd
+ Mark Thompson
+ Joan Frick
+ Gary Schmitz
+ Mike Donais
+ Brenda Ebner
+ Kathy Anderson
+ Shari Peterson
+ Debbie Kleckner
+ Sue Kapla
+ Liquor Clerk
+ PT Liquor Clerk
+ Fritz Dolejs
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Questionnaire
Questionnaire
Questionnaire
Questionnaire
Questionnaire
Position Profile
Questionnaire
Position Profile
Questi onnaire
Questionnaire
Questionnaire
Questionnaire
Questionnaire
Questionnaire
Position Profile
Position Profile
Position Profile
Administrative & Tec1mical
Public Works
Administrative Support
Police
Police
Maintenance III & Foreman Supervisor
Administrative Support
Planner Intermediate & Environmental
Technical
Administrative Support
Administrative Support & Police
Administrative Support
Administrative Support
Administrative Support & Technical
Retail Clerk
Retail Cashier
Liquor Facility Manager
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The costs to complete the above list is as follows:
7 position profiles @ $25 ea. :::: $175
9 questionnaires @ $46 ea. $414
3 double questionnaires @ $82 ea. :::: .$2.4..Q
TOTAL COST:::: $835
IfPDK approves this list, Sandy will order questionnaires. Lori Johnson will set up one
day to have all of the above employees in and explain the process and have the employees
complete the forms. The Committee will then send the questionnaires to PDI for
processing. If the reports are received back by August 2, 1994, the committee will meet
at 9:00 a.m. on that date.
Tentative meeting date: August 2. 1994. 9:00 a.m.
l[tt:~II;!f,mtt))'+fi!q;\);imi'5ig%Wil\t%;'ili
Sandy Thackeray
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CaMP WORTH MEETING MINUTES
September 15, 1994
Members Present: Tom Zerwas, Sandy Thackeray, Lori Johnson, Phil Hals
The committee reviewed the Job Analysis Questionnaires and position
profiles that were completed by City employees.
It was decided that Sandy Thackeray would complete the City Clerk Position
Profile, and Alice Heinecke would complete the Executive Secretary Position
Profile.
The following questionnaires and position profiles have been completed by
employees and reviewed by the committee.
. Steve Rohlf
. Darrell Mack
. Bill Rubin
. Steve Miller
. Dave Hurd
. Mark Thompson
. Joan Frick
. Gary Schmitz
. Mike Donais
. Brenda Ebner
. Kathy Anderson
. Shari Peterson
. Debbie Kleckner
. Sue Kostanshek
. Steve Tillman
. PT Liquor Clerk
. Fritz Dolejs
Questionnaire
Questionnaire
Questionnaire
Questionnaire
Questionnaire
Position Profile
Questionnaire
Position Profile
Questionnaire
Questionnaire
Questionnaire
Questionnaire
Questionnaire
Questionnaire
Questionnaire
Position Profile
Position Profile
Administrative & Technical
Public Works
Administrative
Police
Police
Maintenance III & Foreman Supervisor
Administrative Support
Planner Intermediate & Environmental
Technical & Administrative Support
Administrative Support
Administrative Support & Police
Administrative Support
Administrative Support
Administrative Support & Technical
Administrative Support
Retail Cashier
Liquor Facility Manager
Sandy will be submitting questionnaires and profiles to PDI for processing.
It was decided that the committee would meet on 9/27 and begin reviewing
position profiles for individuals who have not completed a questionnaire or
position profile. Lori Johnson will bring list of names.
11..!J:~0_.1"J:30a.m.....-::;.2ltOUT's..."
Sandra Thackeray
Next Meeting Date: September 27, 1994, at 9:00 a.m.
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CaMP WORTH MEETING MINUTES
September 27, 1994
Members Present: Tom Zerwas, Sandy Thackeray, Lori Johnson, Phil Hals
The committee reviewed the employee list for those employees that have not
submitted a Job Analysis Questionnaires or a Position Profile. The following
decisions were made:
· Phil Hals will complete Laborer Position Profile.
· Steve Ach will be given the Planning Director Position Profile to complete
· Administrative Support Questionnaires will be given to Cathy Schmidt,
Alice Heinecke, and Geryl Rogers for completion
· The Committee will meet with Steve Rohlf on 10/5 at 9:00 a.m. to review
Position Profiles for Building Inspector and Building Official
· Police Officer Position Profile will not be changed by committee as it
accurately reflects the duties of police officers
· The City Clerk will not complete a Position Profile as the existing Position
Profile accurately reflects position except for a very few changes
It was further decided that Sandy Thackeray would order the necessary
Questionnaires and submit all completed Questionnaires and Position
Profiles to PDI.
11~lili!~;ril;;Wtit#~;;;$;i?;itiq#!t~;I'
Sandra Thackeray
Next Meeting Date: October 5, 1994, at 9:00 a.m. - meet with Steve
Rohlf to review Building Official and Building Inspector Position
Profiles.
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COMP WORTH MEETING MINUTES
October 5, 1994
Members Present: Tom Zerwas, Sandy Thackeray, Lori Johnson, Phil Hals
The committee reviewed the position profiles of Chief Building Inspector and
Building Inspector with Steve Rohlf, who is the direct supervisor for these
two positions.
The committee also reviewed the Profile of Planning Director which was
completed by Steven Ach.
These profiles will be submitted to PDI for processing.
11~$ililiHl~jltjjiwmj5~biil'iJ,i1$il'
Sandra Thackeray
Next Meeting Date: October 25, 1994, at 9:00 a.m.
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CaMP WORTH MEETING MINUTES
October 25, 1994
Members Present: Tom Zerwas, Sandy Thackeray, Lori Johnson, Phil Hals
The committee decided to meet on November 22 to complete the review
process of remaining quesionnaires and job profiles.
Those to be completed include:
Light and Heavy Equipment Operators
Alice Heinecke
Debbie Kleckner
Geryl Rogers
City Clerk
Finance Director
City Administrator
Police Chief
Fire Chief
Public Works Superintendent
park and Recreation Director
Comm unity Service Officer
11!J:gQf!i.:$-QaWm~Bll~hoiirl'
Sandra Thackeray
Next Meeting Date: November 22, 1994, at 9:00 a.m.
g:\cw10-25
COMP WORTH MEETING MINUTES
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November 29, 1994
Members Present: Tom Zerwas, Sandy Thackeray, Lori Johnson and Phil
Hals
The committee reviewed some of the benchmark numbers that were received
from PDI for position profiles and questionnaires that have been processed.
In reviewing the numbers, it seemed that they came back higher than the
original numbers for most of the positions. Because of this, the committee
felt it would be appropriate to have all department heads and a majority of
the employees complete either position profiles or questionnaires.
The committee reviewed questionnaires and position profiles to submit for
processmg.
It was decided that new questionnaires would be ordered for the following:
.!
· *Cliff Skogstad
· Pat Klaers
· *Steve Ach
· Lori Johnson (questionnaire available)
· Tom Zerwas
· Bruce West
· Michelle Cunz
· Bob Swenson
· Cheryl Edinger
· Phil Hals (questionnaire available)
· Linda Johnson
Questionnaires will be completed on Wednesday, December 7, 1994, at 10:30
a.m..in the training room. The Committee will review questionnaires at 1:30
on that same day.
*Have completed Position Profiles. Profiles have not been processed by PDI.
The committee felt it would be best for these positions to complete
questionnaires.
JI~~$Q...gll:Q()~.I.s:=l;$.h.Qi:tf$.............}.... .............................i:11
Next Camp Worth Committee Mtg. - December 1,1994 -1:30 p.m.
e! Sandy Thackeray
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CaMP WORTH MEETING MINUTES
December 7, 1994
Members Present: Tom Zerwas, Sandy Thackeray, Lori Johnson, Phil Hals
The committee reviewed questionnaires that were completed by the following
employees:
. Cliff Skogstad
. Pat Klaers
. Steve Ach
. Lori Johnson (questionnaire available)
. Tom Zerwas
. Bruce West
. Michelle Cunz
. Bob Swenson
. Cheryll Edinger
. Phil Hals (questionnaire available)
. Linda Johnson
Sandy will submit the questionnaires to PDI for processing. The Committee
will wait for the results and at that time set up a meeting date.
II.. .....J:8()+QY80$~lttllJ,.,..sl~
Sandra Thackeray
Next Meeting Date: To be determined
g:'\cw12-7.doc