7.3. SR 04-29-1996'~ity of
ver
Item 7.3.
TO:
FROM:
DATE:
SUBJECT:
MEMORANDUM
Mayor & City Council
Pat Klaers, City Adn~/ator
,/
April 29, 1996
Consider Human Resource Issues
Human resource issues and challenges are going on in the City of Elk River.
A couple of items were taken care of a few meetings ago, but as the audit is
being presented tonight it is appropriate for the Council to consider a few
additional personnel issues. Funding for personnel is included in the City
Council Contingency Fund. It used to be that cities could deal with personnel
issues once a year at budget time through wage increases, benefit increases,
and adding new employees. Those days are long gone for growing
communities and, in communities where new duties are being assigned and
new responsibilities are being allocated out on a frequent basis, this means
that human resource issues are an ongoing topic.
The chief of police is recommending the hiring of an additional police
officer to fill the position vacated by Richard Weiss. Please see the
attached material from the chief.
o
The assistant city administrator is recommending the hiring of a new
employee to replace Payroll Clerk Brenda Ebner who recently resigned.
Please see the attached material from the Assistance City Administrator
Lori Johnson.
o
The city has recently advertised for the hiring of a director of economic
development. The starting wage is $45,000 - $52,000. We will soon be
evaluating the duties of this position as it relates to comparable worth
point rankings and whether or not the pay grade should be 3E, 4E, or 5E.
In review of this position, the actual pay of the city planner became a
concern of mine. When the city planner position was created, the first pay
range proposed was defeated on a 3/2 vote and the revised pay range,
which was over 10 percent less, was approved. At this time I feel that
Steve Ach, as the city planner, has fulfilled all of the responsibilities of the
position and has met or exceeded our expectations for providing
professional planning advice within the political realities and limitations
13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425
of the position. Please see the attached material for a better
understanding of the pay discrepancy concern.
Recommendation
It is recommended that Steve Ach be moved up approximately two steps in
his current pay grade to match the pay of the fire chief retroactive to
January 1.
4. The chief of police is requesting a position reclassification for the TAC
officer/administrative secretary. Tom is requesting that Kathy Anderson's
position be changed to that of executive secretary.
5. The last pers~onnel or human resource issue relates to the planning
department. The planning department lost its intern last year, and while
the Comp Plan is essentially completed, there is a growing work load that
necessitates another employee in this department. This will allow the
planning department to be proactive in its planning efforts and to ensure
enforcement of planning conditions and follow up of projects that have
been approved. I support this request that is outlined in the attached
material from City Planner Steve Ach and actually would prefer an entry
level position to an intern.
council:hrissue
El From:
iver
Police Department Subject:
Memorandum
Mayor and City Council
Thomas D. Zerwas, Chief of Police
April 24, 1996
AUTHORIZATION TO HIRE POLICE OFFICER
This is to inform the City Council that we have completed the
selection process for the police officer opening. The top
candidate is Todd Erickson, who lives in Blaine.
I am requesting authorization to offer a police officer position to
Todd Erickson contingent on him successfully passing the
psychological examination, medical examination, and the background
checks.
I will be in attendance at Monday night's council meeting should
you have any questions.
TDZ/kma
13065 Orono Parkway · P.O. Box 723 · Elk River, MN 55330 · (612) 441-2324 · Fax (612) 441-8937
From:
iver Date:
Police Department Subject:
Memorandum
Mayor and City Council
Thomas D. Zerwas, Chief of Police ~.
February 26, 1996
FILLING PATROL OFFICER POSITION VACATED BY
RICHARD WEISS
As a result of Richard Weiss resigning as a patrol officer, we are
in the process of filling this position. We currently have a
limited eligibility roster with several potential candidates that
are worth considering.
City Administrator Pat Klaers and I have discussed our options in
regard to hiring. In the 1996 budget funds were set aside to
partially fund a COPS Fast officer if we received a second grant.
Unfortunately, we were not selected for a second officer. Pat has
indicated that maybe we should consider hiring two (2) officers
rather than one (1).
With the filed training program consisting of three (3) months of
training and the work involved in preparation for it, we felt it
makes sense to have two (2) officers at this time. If the City
Council authorizes us to have two (2) officers, we would not be
ready to hire these officers until sometime in late March or early
April. If you prefer to hire only one (1) officer, the time frame
will be the same.
TDZ/kma
13065 Orono Parkway · P.O. Box 723 * Elk River, MN 55330 · (612) 441-2324 · Fax (612) 441-8937
City of
iver
FROM:
DATE:
SUBJECT:
MEMORANDUM
Mayor & City Council
Lori Johnson, Asst. City Administrator
April 29, 1996
Payroll Clerk
After reviewing the 43 applications received for the Payroll Clerk position,
seven individuals were interviewed. Several of the applicants interviewed
had previous municipal or other non-profit experience. Lauren Mundell is
that candidate we are recommending for this position. Lauren currently
works for Private Industry Council 5 in Annandale where she has been for
the past six years. Lauren attends St. Cloud State University evening
classes where she is completing her business degree.
The approved pay range for the payroll clerk position starts at $9.37 and the
top is $15.26. Based on Lauren's previous experience and current pay, I am
recommending that she start at step C, $10.27. Because Lauren will be
starting on May 13, 1996, I _am recommending that, based on acceptable work
performance, she move to step D on June 1, 1997, and step E on July 1, 1998.
At this point she would receive increases consistent with other city
employees.
Recommendation
The City Council is asked to approve the hiring of Lauren Mundell as payroll
clerk beginning May 13, 1996, at $10.27 per hour.
13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · (612) 441-7420 ° Fax: (612) 441-7425
NAME
PIt Kl~erl
Lori Joh~o~
Tom Z~w,,,,
Ph/fip H~I~
B n,,'~ W~t
Steve Ach
$teve ReNfO
Bill Rubin
P~,~ wk. c~,~, s~ p.~, J~n. 1 July 1
Cay ~,;~, ~ 132 11E H + 64 32.76 33.73 35.06
F~ Dirm~ 116 BE H 28.60 29.36 30.63
Poii~ C~f 113 80 H 28.60 29.38 30.63
Str~ ~. 103 80 H+?O 26.87 27.78 28.84
~re Chef 97 4 E G + 7 22.24 23.32 23.82
City Pier ~6 40 E + 30 20.80 21.42 22.26
B~O. ~mn~ir~ CoMd. 96 40 OVER 28.86 27.46 27.46
Ec~mJc De~J~ent Co~d. 91 30 G + 36 21.38 22.02 22.90
0.78 0.80 0.80
1+64
I
!
1+70
H+7
F+30
OVER
H+IO
CITY OF ELK RIVER PAY GRADES & I/1/96 PAY
EMPLOYEE TITLE PAY GRADE JAN 1 PAY
NAME
Pat Klacrs Ci.ty Adminis~tor 11E 70,158
Lori Johnson, Asst. City 85 61,069
Administrator
Tom Zerwas Pohce Chief 85 61,069
Phil Hals Street/Park Supt. 65 57,782
Bruce West Fire Chief 45 48,506
Steve Ach City Planner 45 44.554
Steve Rohlf Bldg. Admn./Env. 45 57,096
Coord.
Bill Kabin [ Economic Dev'. SE [ 47,466
Coord.
S: ~ ttmi~ \ed.~.tl~vev_dae ' ,
9TEP
A D C U E F G II I J
15 15.97 IO.O0 17.27 17.90 18.68 19.42 20.20 21.01 21.05 22.1~
25 10.03 17.30 17.99 15.71 19.40 'p 20.23 21.04 ~T- 22.70 23.0?
35 17.32 18.02 18.74 19.49 20.27 ,,;'~ 21.08 2t.92 .~t~ 23.11 24.60
45 18.05 18.77 19.62 * 20.30 21.11 ~ 21.95 22.03 ~( 23.75 24.70 25.60
50 16.80 19.65 20.33 21.14 21.99 22.67 23.78 24.74 25.73 20.76
GE 20.50 21.38 22.24 23.13 24.05 25.01 20.01 . 27.05 I~X~ 20.14 25.20
7E . 21.42 22.27 23.10 24.09 25.05, 20.00 27.10 28.10 29.31 30.4~
0E 22.:~ I 23.20 24.13 25.09 20.10 27.14 20.23 '/¢_(2 §'~3~J? 30.53 31.75
96 23.24 24.17 25.13 20.14 27.18 20.27 20.40 ~*'J 30.50 31.80' 33.01
!00 24.21 · 25.17 20.18 27.23 20.32 29.,19 30.03 31.0§ 33.13 34.,15
IIE 25.21 ' 20.22 27.27 28.30 29.60 30.00 31.90 33.18 ~ 34.51 35.09
120 20.27 27.32 26.41 29.54 30.73 31.90 33.23 34.50 p~ 35.u5 3;.Ju
I I/I O/95:COMPW.XLW
~ / To:
From:
iver Date:
Police Department Subject:
Memorandum
Mayor and city Council
Thomas D. Zerwas, Chief of Police~.
April 24, 1996
EXECUTIVE SECRETARY POSITION
Recently, the City Council authorized the position of Executive
Secretary for the City Administrator. At the time of the request,
I discussed with the City Administrator about our needs for an
Executive Secretary. I was advised to make my request at the April
29, 1996, council meeting.
Currently, Kathy Anderson, our T.A.C. Officer/Administrative
Secretary's work day consists of numerous tasks that are of a
confidential and also administrative level. Below is a list of
directives that Kathy is assigned to do on a regular basis.
~Administrative typing for Sergeants (memos, letters, etc.)
~Confidential typing for Sergeants (reports, etc.)
~Take personal calls/messages to Chief's DID
~Draft/type memos for Chief (council, etc.)
~Draft/type letters for Chief (thank you, authorization, legal,
etc.)
~Edit all written correspondence from Chief's office
~Handle confidential department personnel issues (reprimands,
litigation, etc.)
~Manage confidential mail (incoming/outgoing)
~Responsible for background checks (criminal, police employment,
handgun permits, licensing, explosives, social service, adoption,
etc.)
~Notary for Chief's affidavits
~Responsible for sealed bids; witness such
~Responsible for building master key, contact for vendors/repair,
etc.
~Responsible for office equipment purchasing
~Generate weekly news report
13065 Orono Parkway · P.O. Box 723 · Elk River, MN 55330 · (612) 441-2324 · Fax (612) 441-8937
Page 2
~Generate charts/graphs from data for annual report, compile
reports
~Develop Standard Operations Manual, keep current
~Provide assistance/information with State communication
(terminals)
-Pick up and disperse payroll checks
~Keep Chief's calendar
My intent, if the Council authorizes this request, is to have Kathy
occupy the office near my office part of the day and the records
room during the hours when our part-time records person is off.
Kathy has proven to be a very dedicated employee during her tenure
with the department and has never been one to say, "It's not in my
job description." My concern is several of the duties Kathy does
for me are of a very confidential nature and I feel her title
should be changed to Executive Secretary to reflect her duties.
I would also like to remind the council that additional funds were
included in the 1996 budget for this request.
I will be in attendance at Monday's council meeting if you should
have any questions.
TDZ/kma
The point ranking for executive secretary is 67 and the pay grade
is 10. Kathy's current pay is $14.43 per hour. It is recommended
that she remain at the current step in the pay plan but move up to
pay grade 10. Her pay if this change is approved will be $15.34 per
hour and will increase to $16.01 on July 1, 1996.
~ity of
iver
TO:
FROM:
DATE:
SUBJECT:
MEMORANDUM
Mayor and City Council
Steven B. Ach, City Planner
April 29, 1996
Consider Planning Position
Overview
In May of 1994, the City Council authorized staff to proceed with hiring a
planning intern. That position was eventually occupied for approximately 10
months until the intern (Troy Langer) resigned for a full-time position with
Meridian Township in the state of Michigan. During this 10 month period,
the intern contributed extensively with processing planning applications and
providing assistance on the comprehensive plan update. I believe the
Planning Department had the appropriate staff to efficiently manage all of
the ongoing planning activities during that time period. Generally speaking,
planning activities include the following:
· General inquiries from residents/business owners, developers,
builders, realtors, etc.
· Meeting with prospective developers to discuss possible projects.
· Reviewing current development projects (i.e., site plans, CUP's,
plats).
· Following up on development projects to make sure improvements
are installed and completed as approved by the Planning
Commission and City Council.
· Devote some time to long-range planning in the undeveloped areas
of the communities in anticipation of future development proposals.
· Special projects (i.e., ordinance amendments, downtown study,
corridor study, land use (focus area study) ).
Intern vs. Planner
The difference between these two positions could be quite dramatic.
Typically, interns have either just graduated from college or have limited
experience in local government. I believe the city was fortunate when Troy
13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425
Memo to City Council Page 2
April 29, 1996
Langer was hired because of his previous experience working for three other
cities. Even though the position was labeled as an intern, Troy's ability and
experience was equivalent to an entry level planner. The benefits of
considering a planner position centers on the person having some experience
which would reduce the "training time" that either Scott or I would have to
dedicate to this individual. Also, ff a full-time employee is considered, the
time invested to acclimate the person with Elk River's process and business
climate is not wasted as it may be on a temporary (intern) position. A job
description has not been completed at this time. The description will be
tailored for an intern or planner, whichever the Council prefers.
Position Description
Ideally, this new position whether it be an intern or planner, would have a
strong understanding of planning principles and be able to apply those to Elk
River's developing environment. Furthermore, with the number of
residential subdivisions, commercial development, redevelopment and other
"physical development" projects, experience in site plan review and an
understanding of design principles would be preferred. Further, ff this
person had any graphic or drafting abilities to prepare site plans and/or other
graphic materials for presentations to the Park and Recreation Commission,
Planning Commission and City Council, would certainly be a bonus.
Primal. Responsibilities
This new position would be directly involved with all planning functions. It
is not intended to be a specialized position even though there would be
emphasis on plan review and design. Examples include:
· General pubhc assistance with questions on zoning, future
development plans, ordinance requirements, etc.
· Review development proposals
· Prepare reports for the Park and Recreation Commission regarding
development proposals.
· Review planning apphcations and prepare reports to the Planning
Commission and City Council.
· Conduct site inspections to follow up on comphance with CUP's,
development plans, residential subdivisions, etc.
· Prepare special studies as directed by the Planning Commission
and/or City Council.
Planning Department Organization
Currently, the Planning Department consists of the city planner, assistant
planner and secretary. The assistant planner is no longer shared between
s:\planning\planner .doc
Memo to City Council
April 29, 1996
building and planning. As of last fall, that position was restructured to
dedicate 100% of its time to the planning functions.
To assist the City Council in assessing the request for this new planning
position, the following is a possible department organizational chart:
Page 3
City Planner
Assistant Planner Intern
Planner (Vacant) (Vacant)
Secretary
Recommendation
The City Council is asked to consider allowing staff to pursue advertising
and testing the job market to determine the qualified candidates interested
in an available position with the City of Elk River. Certainly staffs
preference would be to pursue a planner position for the reasons stated in the
report. Staff will be attendance at Monday night's meeting to discuss this
position with the City Council. If the City Council approves adding a planner
or intern, staff will prepare a job description and salary range for that
position. This can then be presented to the City Council for consideration.
s:Xpl~nnin g\planner.doc