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HomeMy WebLinkAboutWK December 11, 2001 - CITY OF ANDOVER 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304. (763) 755-5100 FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US Special City Council Workshop, Tuesday, December 11,2001 Conference Room A Call to Order - 7:00 PM I. Post-Retirement Medical Severance Program 2. Personnel Policy Revisions 3. Use of City Facilities 4. Other Business 5. Adjournment ~ Cv:L/ lJhd:tu1/z J8 ùl CITY of ANDOVER SPECIAL CITY COUNCIL WORKSHOP - DECEMBER 11, 1001 MINUTES A Special Andover City Council Workshop was called to order by Mayor Gamache at 7:02 pm, Tuesday, December 11, 2001 at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Councilmembers Present: Don Jacobson, Mike Knight, Ken Orttel, Julie Trude Councilmembers Absent: None Also Present: City Administrator, John Erar Human Resources Manager, Dana Peitso Others POST RETIREMENT MEDICAL SEVERANCE PROGRAM Mr. Erar noted that information regarding a post retirement medical severance program has been included in the packets for the meeting along with a staff report explaining the current program. Action required is for Council to decide if this type of proposal is something they will support. Management is suggesting the proposal that leaves the existing percentage guideline with the elimination of the maximum 400 hours that an employee can be paid for upon termination. Employees have indicated that they wish to have Council consider a 100% payout. A memo ITom Dave Almgren has been provided in the packet materials, as well as proposed language under Section 17 and a cost analysis worksheet detailing the four employees who are close enough for retirement. Councilmember Trude asked if anyone had figured out the five and ten year costs. Mr. Erar stated that it's too difficult to do as there are too many variables because of people using sick leave between now and the time they retire. He noted they have figured . who can retire within two years. He also noted that Council has been provided a sununary of what other cities do and a resolution ITom Anoka County concerning health insurance coverage for retirees. Mr. Erar noted that the majority of the cities do not offer the type of program proposed. Councilmember Orttel asked if our current program allows for insurance coverage when an employee retires. Dana Peitso explained that the employee can be covered under the city's plan for three years and then they would be covered under an individual policy. Councilmember Knight asked if the employee is paid a lump sum or if it is paid over 2 or 3 years. Mr. Erar explained that most employees prefer to take it as a lump sum. Ms. Peitso stated that if the money is left in an account with the city to be paid towards health insurance coverage, there is no tax on the money. Mr. Erar noted that it is a tax .- - [ Special Council Workshop December 11, 2001 - Minutes Page 2 (post Retirement Medical Severance Program, Cont.) benefit to the city as there are no payroll taxes paid by the city or the employee. There is a tangible benefit because we may have employees who do not use their sick leave as fteely as before. Councilmember Trude felt that we have to think about the public view of this program. Dave Almgren, Building Official, stated that if you add up the years of service of Ray Sowada, Frank Stone, and him you have 60 years of experience. They have worked when they had to including weekends and they were not compensated for the time. In previous years raises were minimal until Jim Schrantz started and instituted better salary increases. He noted that the employees who have worked here the longest are very dedicated. He also noted that there have been employees who left the employ ofthe city with no sick leave. - Councilmember Orttel asked what the philosophy is on sick leave. Previously it was there in case you needed it. He asked if the city benefits by having employees at work or staying at home on sick leave. Mr. Erar explained that sick leave is there as an insurance program. If an employee is sick they should be at home. He also noted that the cities that have this in place now are scaling back their programs and the County said it is an expensive item for them. Councilmember Orttel stated that he would like to see what the city's overall liability is and asked if there is a lot of banked time. Ms. Peitso stated that there are a lot of employees who have a lot of sick leave. Councilmember Jacobson asked if there is a reason this has to be decided before the end ofthe year. Mr. Erar stated that quite a lot of time has been spent researching this and he feels the management proposal is reasonable and equitable. It recognizes employees who don't use their sick leave and it something that can be provided consistently. Councilmember Orttel asked if we are funding a benefit plan by hiring other employees for those who are out on sick leave. Mr. Erar stated no, we don't have the type of structure where we can bring in temporary employees. Councilmember Trude wanted to see a cap on the number of hours that will be paid out such as 1S00 hours. Mr. Erar asked if she wanted something like "SO% up to 1000 hours". Discussion centered on using a certain age to be eligible for a payout. Dave Almgren felt that age 62 or the Rule of90 would be appropriate. Councilmember Orttel asked that it be checked to see if that would be legal. - ---- . I Special Council Workshop December 11,2001 - Minutes Page 3 (Post Retirement Medical Severance Program, Cont.) Mr. Erar stated that there are three items needing clarification: 1) a worksheet showing the city's long term liability; 2) looking at adding age 62 or the Rule of90, whichever comes first; and 3) management proposal going up to 1000 hours. Mayor Gamache felt that after seeing the information noted by Mr. Erar, Council would be able to make a decision. This will be presented to Council after the first of the year. PERSONNEL POLICY REVISIONS Ms. Peitso reviewed the following proposed changes to the Personnel Policy. Section 2. Definitions - (10) Calendar Year: Change June to January. (11) Immediate Family - added son-in-law and daughter-in law. - (12) Job Applicant - added a definition. (Council suggested that the person has to pass a background test in addition to drug testing. This was added) Section 3. Employment Practices and Procedures (h) Added that the City will comply with all requirements of the Americans with Disabilities Act. (i) Added Drug testing and criminal background checks for all applicants. Section 6. Dismissals, Suspensions and Demotions. (c) Changed 5 working days to I. This is a change in state law. (f) Added new section which requires Council to take the final action on the discharge of an employee. Section 17. Annual Leave (b) Take out last sentence. Section 18. Vacation Leave. (a) Take out "employed prior to June 1, 1996" (b) added employees shall forfeit any "vacation unless given prior approval by the City.... ...." Section 18.1 Use ofComp Time (a) Change one hour to 15 minute increments. Remove "not to exceed 16 hours per week. Section 19 Sick Leave (a) Take out "employed prior to June I, 1996" [ Special Council Workshop December 11, 2001 - Minutes Page 4 (j) Change City Council to City Administrator Section 20 Injured on Duty (a) Change City Clerk to Human Resources Manager Section 21 Leave of Absence for Medical Reasons (c) add to the last sentence "except when employee qualifies under Family Medical Leave Act Sec. 26'. Section 28 Unapproved Absences (b) Add "Excessive tardiness is defined as 3 or more tardies in a one moth period. Excessive unapproved absenteeism is defined as more than 16 hours of absences in a calendar month." Section 33 Tuition Reimbursement Program (a)(S) Change Personnel Department to Human Resources Manager. change Personnel Director to Human Resources Manger and add at the end of the sentence "subject to budgetary considerations". (c) (I) Ms. Peitso suggested removing the last sentence which states that doctorate and law school degrees shall not be eligible for tuition reimbursement. Council discussed whether this should be in the policy with Councilmember Trude noting that the city should not be paying for a law degree for an employee. Mr. Erar stated that it has to be job related and contingent upon budgetary considerations. The decision was to leave the sentence in but change the word 'courses' to 'programs'. Section 33.1 Convention Attendance (a) take out "during the conference and". Add "occurring on Saturday or Sunday" Mr. Erar noted that he has an employee who used vacation time for a conference and he would like to give the vacation days back. Council agreed. Section 35 Uniforms Policy: Added "These uniforms identify employees to the public and must be worn during working hours. Section 37 Employees and their Membership in the Andover Volunteer Fire Department (g) Change "After Hour" to "weekend duty or pager"... Section 39 Sexual Harassment Prevention Policy (d)(2) Change Personnel Director to "Human Resources Manager" (3) Change "is encouraged" to "is required" and change "Personnel Director to Human Resources Manager. (4) Change Personnel Director to Human Resources Manager. - I Special Council Workshop December 11, 2001 - Minutes Page 5 Section 40.1 Workplace Violence Prevention Councilmember Jacobson requested that the third paragraph be reworked as he did not think that it should include periods when the employees are not at work. After some discussion it was the consensus of the Council to leave it as it is written. Section 41 Life Threatening or Catastrophic Illness Ms. Peitso noted that this section has been removed because FMLA laws are in place. Section 41. Computer Usage Regarding the section on The Internet, Councilmember Trude felt that we need to have something specific on pornography. Councilmember Jacobson questioned what work - place monitoring involves. Ms. Peitso stated that this would only occur if there was a complaint or violation. Motion by Jacobson, seconded by Orttel to approve the Personnel Policy as amended and revised. Motion carried unanimously. USE OF CITY FACILITIES Mr. Erar explained that this item was requested to be placed on the agenda by Counclmember Trude who was concerned not with the vehicle washing but other mechanical work Ms. Peitso noted that the League Insurance Trust doesn't have a problem with the policy and Bill Hawkins has also approved the policy. A memo from the Finance Director was introduced. Mr. Dickinson suggested adding an employee signature line, adding language that the employee declares that the work to be conducted is not part of the employee'sjob duties, and a waiver form for the other adult who would be with the employee. John Wallace, City Mechanic, noted that any employee using the Public Works facility to do minor repairs must be trained and that he is the only one who trains them. There is also a limit of two hours that the facility can be used which does not allow anyone to do major repair work. Motion by Jacobson, seconded by Orttel to move the form along with the language as proposed by the Finance Director. Motion carried unanimously. -- - -. - i Special Council Workshop December 11, 2001 - Minutes Page 6 OTHER BUSINESS Councilmember Jacobson stated that he has been hearing a lot about the trails on Verdin Street and asked ifthis will be brought up at Thursday's joint meeting with the Park Commission. Mr. Erar noted that it would be a part of the meeting. Mayor Gamache reported on the School Board meeting he attended Monday evening, noting that Mayor Gamec of Ramsey and Mayor Skogquist of Anoka were also present. They requested that the School Board make sure that Andover High School opens next fall as scheduled. Councilmember Knight reported that Goodyear Tire in Anoka has a program where people who cannot afford car repairs can get it done for tree. While the car is being repaired, the owner must attend a class on financial responsibility. Last year they repaired over 160 vehicles. - Motion by Jacobson, seconded by Orttel to adjourn. Motion carried. Meeting adjourned at 10:01 pm. Respectfully submitted, iLL tJ"Lb Vicki Volk City Clerk