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Home My WebLink AboutPC July 27, 1993 .--J o , " '~ """""i~~:':""""'''" ,\~~ CITY of ANDOVER 1685 CROSSTOWN BOULEVARD NW. . ANDOVER, MINNESOTA 55304 . (612) 755-5100 PERSONNEL COMMITTEE MEETING TUESDAY, JULY 27, 1993 6:30 PM Council present: Also present: Don Jacobson, Jack McKelvey Dave Carlberg, Daryl Sulander, David Almgren, Frank Stone, Vicki Volk, Brian Kraabel, Ray Sowada, Kevin Starr Item 1: Discussion included review of Jim Schrantz's condition, prospect of return and time spent by Acting Administrator and Assistant City Engineer on work previously handled by Jim. Recommendation by Don Jacobson to bring to Council a temporary increase for Acting Administrator of $750jmonth and $250jmonth for Assistant City Engineer until November 1, 1993, modified by Jack McKelvey to November 15, 1993. Item 2: Discussion included department head justifications for each requested position. Recommendation by Don Jacobson to bring to budget study session all positions requested for full council review realizing budgetary constraints may not allow for all the positions requested. Item 3: Presented for information - No action taken. Item 4: Justification for reclassification was presented by Daryl Sulander. Don Jacobson recommended bringing to Council for approval. Jack McKelvey agreed, noting the high volume of activity in the Building Department. Item 5: Vicki Volk presented an amendment to the Personnel Policy #2 - Hiring of Relatives to define and exempt seasonal employees from the restrictions of hiring relatives. Don Jacobson requested he the hiring of relatives. this policy. be furnished with legal requirements on Maybe further revision is necessary to Meeting adjourned at 7:30 PM. , 'J ~) :) CY(J>)"~J~';::""\, '.' \ ;1 ~. ~\ \l_) ''''.;."-''----~ CITY of ANDOVER 1685 CROSSTOWN BOULEVARD NW. . ANDOVER, MINNESOTA 55304. (612) 755-5100 MEMORANDUM TO: COPIES TO: FROM: DATE: Don Jacobson Jack McKelvey Daryl SUlande~ July 29, 1993 REFERENCE: Personnel policy #2 - Hiring of Relatives According to the League of Minnesota Cities it is not prohibited by law to restrict the employment of relatives. However, the trend is to allow the hiring of relatives as long as they do not work in the same "work group"; i.e., department or division, and that supervision of relatives is not permitted. We will need to change our current policy because it does conflict with employment hiring practices concerning spouses. Legal rulings have stated you cannot include spouses in the definition of relatives, such as we do. Please advise me on how we should proceed with the revision to the hiring of relatives policy. o o o ~ CITY of ANDOVER 1685 CROSSTOWN BOULEVARD N,W. . ANDOVER, MINNESOTA 55304 . (612) 755-5100 PERSONNEL COMMITTEE MEETING - JULY 27, 1993 6:30 P.M. AGENDA 1. Temporary Salary Adjustments 2. 1994 Additional Personnel 3. 1994 Employee Wages and Benefits 4. Position Reclassification 5. Other Items 6. Adjourn AGENDA f\O. ITEM f\O'1- '\ '-...) /' ) \... CITY OF ANDOVER July 27, 1993 DATE SECTION Personnel Committee ORIGINATING DEPARTMENT Administration APPROVED FOR AGENDA Temporary Salary Adjustments Daryl E. Sulander Finance Director/Actin City Administrator ~ REQUEST The Personnel Committee is requested to consider temporary salary adjustments for the Acting City Administrator and the Assistant City Engineer for the duration of the Jim Schrantz's absence. BACKGROUND As the City Administrator/Engineer Jim's salary is $5,146/month. The duties and responsibilities of this position have been divided three ways in Jim's absence. The administrative responsibilities of supervising the city staff and running the day to day operations, as well as increased public liaison activities have been shifted to the Finance Director as the Acting City Administrator. The administrative responsibilities for the Engineering Dept. and development projects have been shifted to the Ass't City Engineer. The majority of the public liaison activities, particularly with the development community, have been shifted to the Mayor. By law, we cannot change the mayor's salary during the current term of office. RECOMMENDATION I recommend increasing the Finance Director's monthly salary by $750 from $3,553 to $4,303 as the Acting city Administrator effective August 1, 1993. I recommend increasing the Assistant Engineer's monthly salary by $250 from $3,525 to $3,775 effective August 1, 1993. MOTION BY: TO: CITY OF ANDOVER DATE -; July 27, 1993 AGENDA SECTION Na Personnel Committee ORIGINATING DEPARTMENT APPROVED FOR AGENDA ITEM t'oO. J- Administration Daryl E. Su1ander B~ Finance Director/Actixg City Administrator 1994 Additional Personnel REQUEST The Personnel Committee is requested to review the departmental requests for additional personnel for the 1994 Budget. Department Finance '\ '-...) Planning Streets Public Works Water/Sewer Fire Fire MOTION BY: ~) TO: Starting Position Date Acctg Clerk 1/1/94 Code Enforcement 4/1/94 Secretary 1/1/94 Maintenance 4/1/94 Secretary 1/1/94 Maintenance/ Inspections 1/1/94 Chief 1/1/94 Secretary 1/1/94 I , Comment-s Part time 20hrs/wk Full Time Part time 20hrs/wk Full time Change from 20hrs/wk to Full time Change from temporary to Full time Change from volunteer to Full time and combine with Fire Marshal position Change from 10hrs/wk to 20hrs/wk 1994 Addt'l Personnel page 2 BUDGETARY IMPLICATIONS OF NEW PERSONNEL 0 Starting Position Date Comments Acctg Clerk 1/1/94 $8.00/hr 20hrs/wk 26 wks = $4,660 $8.40/hr 20hrs/wk 26 wks = $4,892 ------ $9,552 Code Enforcement 4/1/94 $12.66/hr 26wks $17,116 $13 .16/hr 13wks = $ 8,896 ------- $26,012 Secretary 1/1/94 $8.25/hr 10hrs/wk 26wks = $2,402 $8.65/hr 10hrs/wk 26wks $2,518 ------ $4,920 Maintenance 4/1/94 $9.30+/hr 26wks = $12,573 $9.70+/hr 13wks = $ 6,287 ------- $18,860 Secretary 1/1/94 9.25/hr 52wks 1/2 time = $12,506 , '\ Maintenance/ 0 Inspections 1/1/94 $9.30+/hr 52wks = $3,490 Fire Chief 1/1/94 $42,000 = $46,850 -$17,250 ------- $29,600 Secretary 1/1/94 $8.00/hr 52wks 1/4 time = $4,660 .~ I i I' CITY OF ANDOVER DATE July 27, 1993 Administration APPROVED FOR AGENDA AGENDA SECTION NO. Personnel Committee ORIGINATING DEPARTMENT ITEM NO.J 1994 Employee Wages/Benefits Daryl E. Sulander B~: Finance Director/Actin~ . City Administrator REQUEST The Personnel Committee is requested to review the departmental wages and benefits for the 1994 Budget. BACKGROUND () I have scheduled a meeting with Cy Smythe from Labor Relations Associates, the City's Personnel Consultant to review the adjustments the City implemented during 1993 and to review the union's wage and benefit request as attached. The current wage and salary schedule is attached for your reference. MOTION BY: ~- ) TO: '~~ 1994 UNION PROPOSALS Increase insurance Dental plan Wage schedule - Cost of living adjustment Pump House on-call pay for week days - One hour for eight hours on-call ~ ~ o Bring Rick Vickstrom's wages in line v/ith Scott Protivinsky's wages Uniform allowance , \ o I ,(''1q</ ff.ts.o<J-"",L~ W 2-D > '\ 7/~o/13 ,--,HOURS BUDGETED MONTHLY 174 100% 87 50% 104.4 60% 69.6 40% 43.5 25% 1993 STANTON (NON) YEARS 1993 1993 1993 STANTON PT OUR % POSITION JOB It EXEMPT PTS MAX HOURLY MONTHLY ANNUAL AVERAGE FT OF AVG ----------------- ------ ------ ------- ------- ------ -------- ------ i Administrator/Eng 174 E 1002 5 29.5747 5,146 61,752 73,400 84.1% Finance Director 87 E 582 5 20.4195 3,553 42,636 61,600 69.2% Asst Engineer 26 E 450 5 20.2586 3,525 42,300 49,500 85.5% PW Superintendent 11 N 448 4 20.1379 3,504 42,048 47,400 88.7% Building Official 32 E 445 4 20.1207 3,501 42,012 46,100 91.1% Treasurer 82 N 342 4 15.7126 2,734 32,808 40,400 81.2% planner 163 N 332 4 14.9540 2,602 31,224 52,400 59.6% Maint Supervisor 10 N 252 3 15.6006 2,715 32,574 40,000 81.4% Maint Supervisor 10 N 252 3 14.9971 2,609 31,314 ' 40,000 78.3% Maint Supervisor 10 N 252 3 14.9971 2,609 31,314 40,000 78.3% B1dg Inspector 31 N 242 3 14.7069 2,559 30,708 38,878 79.0% City Clerk 168 N 241 3 14.6724 2,553 30,636 41,906 73.1% Fire Marshall 73 N 240 3 14.7496 1,283 15,399 pt Code Enforcement 31 N 229 3 13.6900 2,382 28,585 38,878 P.W. Mechanic 9 N 3 13.0000 2,262 27,144 31,926 85.0% P.W. Maint (7 ) 3 N 181 3 Scott 3 12.2000 2,123 25,474 29,817 85.4% LuAnn 3 11.0000 1,914 22,968 29,817 77.0% Rick 3 11. 0000 1,914 22,968 29,817 77.0% Bill 3 11. 0000 1,914 22,968 29,817 77.0% Chris 3 10.0000 1,740 20,880 29,817 70.0% Tom 3 9.3400 1,625 19,5021 29,817 65.4% " '\ Don 3 9.3400 1,625 19,502 29,817 65.4% rG.LS. S..,,11'" 111 N 171 3 11.0854 1,157 13,888 14,495 pt Secretary (4 ) 96 3 Jane N 165 3 11.2816 1,963 23,556 25,432 92.6% Rhonda N 165 3 10.3333 1,798 21,576 25,432 84.8% , Rhonda N 165 3 8.4000 731 8, 77~ I 12,716 pt vacant--F.D. N 165 3 '0 6,358 pt Acctg Clerk (2 ) 78 N 141 3 10.6782 1,858 22,296 26,789 83.2% 79 3 10.6782 1,858 22,296 22,735 pt Receptionist/See 94 N 117 3 9.9483 1,731 . 20,772 22,049 94.2% Recycling Coord N 112 3 9.5366 664 7,965 pt I Building Clerk 89 N 105 3 7.7438 674 8,085 9,709 pt new employees for 1994 ---------------------- ~J j CITY OF ANDOVER DATE July 27, 1993 AGENDA r-o. SECTION ORIGINATING DEPARTMENT APPROVED FOR AGENDA Personnel Committee Administration ITEM r-o.Lf Position Reclassification Daryl E. Sulander BY: V Finance Di rector/Actir g ''\J( City Administrator ~ REQUEST The Personnel Committee is requested to consider a job reclassification in the Building Department. The current part time position, 'Building Department Clerk' would be upgraded to 'Secretary' within the pay equity classification system. BACKGROUND ,,) The Building Department Clerk position was created to reorganize and maintain the Building Department's permit records. Through the last two or three years the position has been expanded in scope to include many of the same functions performed by the department's secretary. RECOMMENDATION I recommend the Building Department Clerk position be reclassified to Secretary, with a wage rate adjustment to $8.75/hr effective August 1, 1993 if recommended to and approved by the City Council at the next council meeting. MOTION BY: " \. ) TO: ':J CITY OF ANDOVER -- ,,- - DATE AGENDA 00. SECTION Add On ORIGINATING DEPARTMENT APPROVED FOR AGENDA ITEM 00. Admin. BY: Personnel Policy #2-Hiring of Relatives V. VOlkoJ The Personnel Committee is requested to consider amending Personnel Policy #2, Hiring of Relatives, to exempt seasonal employees. The brother of one of our permanent employees has been hired to do seasonal work for the public works department. The current policy states that no relatives of an employee or city official may be hired. '-) If the committee chooses to amend the policy, seasonal employee needs to be approved also. definition is enclosed for your review. a definition for a A proposed MOTION BY: \._ ) TO: POLICY NO. 2 - HIRING OF RELATIVES (Effective January 1, 1980) I . POLICY (J To avoid possible conflicts of interest, no relatives of an employee or City Official may be hired. However, this is not intended to require termination of employment of any employee if an employee's relative attains elected public office within the City. II. COVERAGE This policy covers all employees, both full and part- time. Seasonal employees are exempt from this policy. III. PROCEDURE All applicants for city positions will be advised of this policy. ~ , , ~) DEFINITIONS , " o For the purpose of the city of Andover Administrative Policies, the following definitions of terms used in the following policies shall be used, unless otherwise noted: ANNIVERSARY DATE: If an employee's starting date is on or before the fifteenth (15th) of the month, the anniversary date will be the first of that month; if the starting date is the sixteenth (16th) day of the month or later, the anniversary date will be the first of the following month. DISMISSAL: Termination of any employee's employment for cause. EMPLOYEE (PERMANENT): An employee who has completed his probationary period and who has been appointed to serve on a permanent full-time or permanent part-time basis in a position so provided in the budget. Note: This definition shall not apply to recording secretaries for city Council and/or Commissions and whose duty is to solely record and/or transcribe minutes of meeting proceedings. Such secretaries shall be exempt from the provisions of this policy. EMPLOYEE (SEASONAL): An employee hired for short term duration for season specific projects. ~) EMPLOYEE (TEMPORARY): An employee who has not acquired the status of a permanent employee and who is employed on a temporary basis as either full-time or part-time. HOURS WORKED: Shall mean to be hours worked to include training time, call time, cleaning time, or any other time when the employee must be either on the premises of the employer or involved with the performance of duties in connection with employment, or as set out in Policy No. 12 (Adopted 12/83). PROBATIONARY PERIOD: A period of 180 days, or as modified by the City Council, during which time an employee is required to demonstrate fitness for the position hired by actual performance of the position's duties. An employee can be terminated during this period with or without cause. (Amended 12/83). OVERTIME: Those hours worked as set out in Policy No. 12, for which time and one-half of regular payor compensatory time-off shall be given to an employee pursuant to the provisions of this policy. (Adopted 12/83). RELATIVE: A parent, grandparent, spouse, child, sister, brother, mother~in-Iaw, father-in-law, brother-in-law, sister-in-law, daughter-in-law, son-in-law, step-parents, step-children. SUPERVISOR: An employee designated by the City Council to assume responsibility for certain supervisory or administrative functions over other employees of the City. WORK HOURS: 8:00 A.M. through 4:30 P.M. unless otherwise stated. Shift changes may be made by Supervisors or Council. / "- \....J WORK WEEK: 12:01 A.M. Sunday through 12:00 P.M. Saturday.