HomeMy WebLinkAboutPC October 26, 1989
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CITY of ANDOVER
Personnel Committee Meeting - October 26, 1989
7:00 P.M. Call to Order
1. Recording Secretary's Proposal
2. Vacation Policy
3. Policy/Personal Use of Office Equipment
4. Finance Department Position
5. Parental Leave Policy
6. Recycling Coordinator Position
7. Adjournment
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PEACH ASSOCIATES, INC.
15830 Unive~sity Avenue NW
Andove~, MN 55304
434-9358
Septembe~ 14, 1989
Mayo~ Jim EI ling
Councilmembe~s Jacobson, Knight, O~ttel, Pe~~y
CITY OF ANDOVER
1685 Crosstown Bouleva~d NW
Andove~, MN 55304
The Hono~able Mayor and Council:
Becau~e of changes in my wo~k situation, I am proposing to change
my status with the City as City Council Recording Secretary from
a pe~manent part-time employee to a contract service, effective
January 1, 1990.
The benefits to the City would be it would no longer have to pay
the benefits of FICA and insurance. It would no longer provide
supplies other than City lette~head and tapes, and Staff would be
relieved of the responsibility of taking Council Minutes and of
doing accounting work for another employee. The services
provided to you would ~emain unchanged. The changes would only
be administrative. A contract would also allow me to p~ovide
other special and overflow secretarial se~vices to the City.
Working on a contract basis also benefits me in that my overhead
expenses that I have provided to the City over the past 12 years
would be more adequateiy compensated. These inciude the addition
of a compute~, wo~d processing equipment, fax machine and
utilities.
The proposal for taking and transcribing the Council Minutes at
each meeting is:
$20 per hour or fraction of Council Meeting
1/2 hour travei time per meeting
$6.50 per typewritten page of Minutes
I have enjoyed working for the Council and appreciate the
confidence you have always shown in me. I believe this contract
se~vice will be mutually beneficial and look forward to
continuing my service to you. Please place this item on an
Age~da fo~ consideration as soon as possible. Thank you.
c:> Sincerely yours,
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RECORDING SECRETARIES FOR CITY COUNCIL MINUTES
Prepared by Marcie Peach
October 5, 1989
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RATE
IN-HOUSE
COST FOR A TYPICAL
4-HOUR MEETING*
WORK DONE OUTSIDE
COST FOR A TYPICAL
4-HOUR MEETING**
BLAINE - done by City Clerk
in house $14/hour $291.20
RAMSEY - done by Staff
in house $II/hour $22B.BO
LINO LAKES - done by Staff
in house $12/hour . $249.60
055EO - done by City Clerk
in house $12.53/hr $260.62
PLYMOUTH - done by City Clerk
in house $13.50/hr $2BO.80
SPRING LAKE PARK - by Staff
in house $14.19/hr $295.15
ST. FRANCIS - done by City Clk
in house $13/hour $270.40
ANOKA - hires part-time
work done outside $10.39/hr $171,64
COON RAPIDS - hires part-time
work done outside $9.65/hour $159.67
MAPLE GROVE - hires part-time
work done outside $9/hour $148.68
DAYTON - hires part-time
work done outside $lO,73/hr $177.26
CHAMPLIN - contracts service $20/hr mtg
work done outside +13,50/pg $242.00 (12-pg ave)
ANOOVER - current
t~rk done outside $105/mtg ($B.89/hr) $124,44
Andover - when done by City
Clerk - 1" house $12/hr $249.60
(when Minutes h ve to be
taken home by City Clerk) $IB/hr ot $327.60
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*4-hour meeting plus 10 hours
of transcription
** work done outside
includes IB% overhead
* in-house includes 1 1/2 time
during mtg + 30% overhead
PEACH ASSOCIATES CONTRACT PROPOSAL - $20/hr/mtg + $10 travel + $6.50/pg
$168.00
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CITY of ANDOVER
MEMORANDUM
TO: Personnel Committee
COPIES TO:
FROM: David Almgren
DATE: October 24, 1989
REFERENCE: Chanqp. in Policy
Please review for consideration:
Policy No. 1 - vacations
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provisions
Employees shall accumulate vacation on the following basis:
A~
Service
During the lOth year
During the 11th year
During the 12th year
. During the 13th year
During the 14th year
During the 15th year
and each year thereafter
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policy No. 3 - Sick Leave
(Add K.)
J! Days
15
16
17
18
19
20
vacation Eliqibility
10.00 hr. each month
10.67 hr. each month
11.33 hr. each month
12.00 hr. each month
12.67 hr. each month
13.33 hr. each month
K. Banked sick leave in excess of 800 hours (100 days)
shall be credited to the employee and may be converted
at the employee's option so that up to one-half will
accrue as vacation time.
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POLXCY ~O. 1 - VACATXONS
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POLICY
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It shall be the policy of the city of Andover to provide
paid vacations for use on a regular basis to all
*permanent employees in accordance with the provisions in
this policy. .
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t~~..\ PROVISIONS
"I'...J A. Employees
basis:
shall accumulate vacation on the following
SERVICE
During 1st year through 5th
During the 6th year
During the 7th year
During the 8th year
During the 9th year
During the lOth through 15th
During the 16th year and each
year thereafter
VACATION ELIGIBILITY
6.66 hours each month
7.33 hours each month
8.00 hours each month
8.66 hours each month
9.33 hours each month
10.00 hours each month
13.33 hours eachmo~th
B. Vacations begin to accrue from the first of the month
in which the starting date is on or before the 15th
of the month~ and from the first of the following
.month for starting dates on or after the 16th of the
month.
C. Limits on vacation accruals
1. Employees should be encouraged to take vacations
on a regular basis~ however, vacation can be
deferred and allowed to accrue up to 160 hours
with written approval of the responsible
supervisor and notification to the city Council.
2. At the effective date of this policy, the level
of vacation hours accrued by an individual may.
not exceed 160 hours.
3. Each anniversary date thereafter an evaluation
will be made to see that hours accrued do not
exceed the maximum or hours over the maximum will
be forfeited.
4. permanent part-time employees shall accrue
vacation hours on a pro-rata share of 173 hours.
* Permanent part-time employees shall accumulate
vacation on a pro-rata share of 173 hours.
III. SCHEDULING VACATIONS
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A. It is both the supervisor's and employee's
responsibili ty to plan vacation ..use, recognizing
policy limits. Supervisors should make every effort
to accommodate employee vacation requests,
recognizing that the needs c.f the City do come first.
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POLICY NO.3 - SICK LEAVE (Cant.)
G. Employees shall be paid for unused sick leave at time
of termination of employment from the City, provided
however the employee leave the City unde~ favorable
conditions and in good standing. The following
schedule shall be used in the determination of pay-
off:
20% all employees with two (2) through five
(5) years service time
40% - all employees with six (6) through ten
(10) years service time
50% - all employees with over ten (10) years
service time
At no time will any employee be paid for more than
400 hours as a pay-off.
H. Employees not reporting to .work because of illness or
other personal health reasons should notify their
supervisor within one-half hour following the I
beginning of their work day.
I. Sick leave of all employees must be reported.
J. Disability Insurance shall be available to City
employees, with the premiums for such insurance being
paid by the employee through a deduction from
accumulated sick leave benefits.
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years of employment worked prior to application for employment with
Anoka County, solely for the purpose of computing the number of
vacation days per year to which the prospective employee would be
entitled upon employment with Anoka County. Credit shall only be
offered in situations where the prospective employee's training, education
and experience makes the prospective employee uniquely qualified for the
job for which' application has been made. In no event .shall the credit
given put the prospective employee in a better position than current
employees who hold substantially equivalent positions, and who are
similarly situated with regard to training, education and experience. To
ensure appropriate use of this vacation credit, a report will be furnished
to the Management Committee on a calendar year basis.
C.
Sick Leave
Sick leave may be taken only to the extent that it is earned. Permanent
full-time and permanent part-time employees shall earn sick leave
according to the following schedule:
Regular Hours of Employment
Worked*
Hours of Sick Leave
Earned
,21.66
* Includes paid vacation, sick, holiday and compensatory time used.
Excludes overtime and compensatory time earned.
Employees may request to take earned sick leave anytime after
completion of the probationary period. Sick leave may be used for illness,
injury, maternity care, outpatient or inpatient treatment for mental
illness, alcoholism or drug addiction or by necessity for medical or dental
care. Sick leave may be used by the employee to care for the employee's
spouse, children, or parents in cases of illness. The Appointing Authority
may require a medical certificate as may be deemed necessary before
approving the utilization of sick leave.
Employeesshall notify their immediate supervisor on the first day of sick
leave and at appropriate intervals as determined by the supervisor. When
possible, sick leave shall be requested in advance.
An employee. receiving workers' compensation benefits may take
sufficient sicl~' leave to make up the difference between the workers'
compensation .benefits and the employee's regular wage.
Banked sick leave in excess of 800 hours (100 days) shall be credited to
the employee and may be converted at the employee's option so that up to
one-half will accrue as vacation time. This conversion option applies only
to sick days earned after July I, 1985.
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CITY of ANDOVER
MEMORANDUM
TO:
COPIES TO:
FROM:
DATE:
REFERENCE:
Personnel Committee
ri ty ('1 prk V'
October 24, 1999
Policy/Personal Use of Office Equiplllel1t
Because of problems we have had in the past with employees using
office equipment for personal use, especially during working
hours, it is requested that we adopt a policy which prohibits
such use.
Attached is a copy of a proposed policy for your consideration.
V:Attach.
Administrator's Comments:
The use of various equipment was not limited to working hours.
In 1984 we addressed the Public Works Department by the
attached policy.
In 1988 we had another problem and addressed that by a
staff policy.
See memos attached.
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IpOLICY NO. 17 - PERSONAL USE OF CITY OWNED EQUIPMENT
I. POLICY
Employees are prohibited from using city owned equipment
for personal use. Such equipment shall include but not be
limited to typewriters, computers, copy machines, tools,
vehicles.
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PUBLIC WORKS ADMINISTRATIVE PROCEDURE
USE OF PUBLIC WORKS EQUIPMENT AND PROPERTY
March 26. 1984
The following rules will govern use of City owned equipment and property by
Public Works employees:
1. City equipment and property will not be loaned to citizens or employees.
2. Public Works employees will not work on their's or any employee's or citizen1s
private vehicles in the Public Works area at any time.
3. ~ublic Works employees are not authorized to wash private cars in the Public
Works garage.
4. All privately owned vehicles will be kept out of the Public Works garage
except during extremely cold weather. Vehicles may then be parked in the
garage after receiving permission to do so.
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MEMORANDUM
TO:
COPIES TO:
FROM:
DATE:
REFERENCE:
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CITY of ANDOVER
All City Staff
James E. Schrantz
20 1988
COpy Machine
The copy machine is for City Business only! We
can copy items, for people, that pertain to the
items or transactions that are being conducted
at City Hall.
We cannot use the copy machine for copying per-
sonal items or items for outside organizations.
We cannot copy these organizational or personal
items even if we pay for the copying. The library,
Post Office, and other companies have copy machines
for that purpose.
Please sign and return a copy of this letter to
me.
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CITY of ANDOVER
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MEMORANDUM
TO:
COPIES TO:
FRflM:
DATE:
REFERENCE:
Personnel Committee
Howard Koolick
September 25, 1989
Employee Request
Debbie poirier, City of Andover Recording Clerk, approached me
last week with two personnel issues which she would like
addressed. She has discussed these with the City Administrator
prior to my arrival and received no satisfaction.
The two items of concern to her were:
1. Her title as Recording Clerk instead of Accounting
Clerk.
2. She feels she is not being paid appropriately compared
to other City employees.
The following is the background I have relating to each issue.
1. Title - Job was advertised as accounting clerk. When she was
hired, title was changed to recording clerk. She accepted job as
recording clerk. Job description still uses title as accounting
clerk. In addition, our part-time position in the finance
department is titled accounting clerk.
2. Salary - Ms. Poirier was concerned that she was not being
adequately compensated. She cited the engineering secretary who
has been here a shorter time yet was making more money. A review
of the City's comparable worth plan indicates that neither of
these positions (as well as several others) are not in the plan.
A review of her personnel file shows satisfactory performance.
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CITY of ANDOVER
MEMORANDUM
TO:
COPIES TO:
FROM:
DATE:
REFERENCE:
Personnel Committee
Howard Koolick
October 26,1989
Parental Leave
The City of Andover's personnel policy contains no provision
relating to parental leave. Minnesota state statutes require the
City to give all employees, male and female, six weeks unpaid
leave.
The items that the Committee may want to address include:
1. The use of sick leave relating to the birth or adoption
of a child.
2. Whether council needs to approve the six weeks unpaid
leave or whether the department head can approve it.
3. The requirement of a person on unpaid parental leave to
pay all insurance costs during the leave.
4. Whether the City would consider paid leave and how it is
to be authorized.
5. Who has the authority to authorize more than the required
six weeks leave.
6. Other topics as determined by the personnel committee.
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CITY of ANDOVER
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MEMORANDUM
TO:
COPIES TO:
FROM:
DATE:
REFERENCE:
Honorable Mayor and city Council
Jay Blake, Cindy DeRuyt r
September 19, 1989
Revised 1989 Recycling Budget
Please review the following proposed budget for the recycling
program. The budget includes $5,820 of base funds that must be
used before December 31, 1989 and also 1989 funds of $6,320
for a total of $12,140.
The following items have been added or included:
1. The addition of a permanent part time Recycling Coordinator at
$7.50 per hour and 16 hours per week. See the enclosed job
description. The position would include pro-rated benefits
not including health coverage.
2. Recycling Day lIon October 14, 1989 is included in the budget
at $750. In June, the City spent more than $1,100, however,
fewer paid staff and more volunteers will be utilized this
time.
3. City pamphlets are being printed. The costs associated with
the brochure are included in the budget.
4. The City will be sponsoring a drop-off center in December.
Goodwill Inc. will assist.
5. Staff is recommending that the city utilize recycling funds to
pay for the maintenance of the paper drop-off site at Bill's
Superette. These costs are also included in the budget.
6. Staff is preparing a grant for a pilot office paper recycling
program (one of the first in the Twin Cities) with the City
and Andover Elementary School. Most of the costs associated
with the program would be covered with the grant from Anoka
County. Depending on how successful the program is, some
costs are being held in a contingency for this program.
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1989 REVISED GENERAL RECYCLING BUDGET
CITY OF ANDOVER
CODE
DESCRIPTION
101
121
122
Salaries
PERA
FICA
200
322
330
351
Office Supplies
Postage
Transportation
Publishing (Pamphlets)
Special Projects
Recycling Day
pilot Paper Recycling Program
December Goodwill Drop-off Center
COSTS
$1,560
$ 67
$ 118
$ 145
$ 75
$ 70
$1,_200
$ 750
$ 500
$ 167
GENERAL PROGRAM FUNDS AVAILABLE
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1988 Interim Funds (Must be spent)
1989 Base Funds
Pilot Paper Recycling Program Grant
(Grant to be submitted)
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1$5,820';::::
-$6,320
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1989 - 1990 CAPITAL PROGRAM SUMMARY
Recycling Drop-off Center Building
Recycling Containers
$6,360
$5,200
CAPITAL PROGRAM FUNDS AVAILABLE
City Capital Improvements Program
Anoka County Drop-off Center Grant
(Grant application to be submitted)
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$11,560
$ 5,000
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CITY OF ANDOVER
POSITION DESCRIPTION
POSITION TITLE:
Recycling Coordinator
DEPARTMENT: Planning Department
ACCOUNTABLE TO: City Planner, City Administrator
SCOPE OF JOB
Under the supervision of the City Planner, the Recycling
Coordinator will oversee development of the recycling program
for the City of Andover, including long-range planning, day to
day monitoring of recycling goals and accomplishments and
promotion of recycling programs in Anoka County. .
PERFORMANCE RESPONSIBILITIES
Maintains updated recycling pamphlet and informational items for
distribution to Andover residents.
Develop a series of recycling long-range options and goals for
City Council review and approval.
Researches recycling efforts from other communities and compares
efficiency and costs.
Receives and answers citizens' phone calls and letters requesting
recycling information.
Coordination of City Recycling Days.
Maintains appropriate City files.
Prepares summary memos and appropriate graphics for the City
files and other related duties as assigned.
Department Head
Jay Blake ?t~
Effective Date
September 19, 1989
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KNOWLEDGE, SKILLS AND ABILITIES
Basic knowledge of the theory, principles, practices and
techniques of recycling programs, along with the ability to
effectively apply such knowledge.
Ability to follow directives of the City Council, Planning and
Zoning Commission and department heads.
Ability to express oneself clearly and concisely, both orally and
in writing.
Ability to establish and maintain effective working relationship
with city staff and the general public.
MINIMUM QUALIFICATIONS
A combination of training and/or experience substantially
equivalent to the following:
- Bachelors Degree in Planning or related field and/or
- Significant course work in Environmental Studies,
Geography, Urban Studies or related fields.