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HomeMy WebLinkAbout10/04/1988 Council Minutes290 WAYS AND MEANS COMMITTEE MEETING OCTOBER 4, 1988 The Ways and Means Committee of the City Council was called to order on Wednesday, October 4, 1988 at 3:40 P.M. Mayor Benson and Council Members Neal and Bisel were present. Mr. Reinert arrived at 3:50 P.M. Mr. Bohjanen was absent. City Administrator, Randy Schumacher and Clerk - Treasurer Marilyn Anderson were also present. Mr. Schumacher explained this would be a working meeting regarding several issues. PERSONNEL POLICY - REVIEW OF UPDATED POLICY Mr. Schumacher explained several issues were discussed at the Ways and Means Committee meeting earlier in the spring. He has incorporated these changes in a revised Personnel Policy. Each Council Member received a copy of the Policy in their packets. Mr. Schumacher also noted that some of the changes were made to make the Policy consistent with state law. The changes include: 207.04 Definitions. The term permanent full time was changed to regular full time. The definition of a seasonal employee was added. A chain of command or Organizational Chart was added to the end of the Policy. This was developed per the recommendations of the Audit Report. 207.08 Work Hours. Definitions of breaks and summer hours were added. Mr. Bisel asked if there was a need to have city hall open at times other than regular hours and Saturdays for the convenience of the public. This, has not yet been considered. 207.09 Greviance Policy. This policy was briefly dis- cussed. Mr. Schumacher explained that he will review this area with the employees after the policy is adopted. Mr. Neal asked if a newly hired employee receives a copy of the policy. Mr. Schumacher explained that a booklet is not given to the employee but-it is available to all employees. Mayor Benson said he thought that it would be a good idea for each new employee to have a copy of the policy. Mr. PAGE 1 1 1 WAYS AND MEANS COMMITTEE MEETING OCTOBER 4, 1988 Neal said that a booklet listing all employee policies, benefits and responsibilities should be given to each employee as well as an annual reveiw on a timely basis. Mr. Reinert explained that if an employee is not given a Policy and if it is not explained, the City has no recourse when violations occur. Mayor Benson asked that something be put together for new employees. He asked if drug testing will be incorporated into the new Policy. Mr. Schumacher explained this is already a part of the policy when hiring new police officers. The Council discussed the number of days an employee may be suspended. Warning letters were also discussed. Mayor Benson said he felt three warning letters would be sufficient with the third letter being the final letter. 207.14 Vacation Leave. Mr. Schumacher explained that one additional day per year be added to an employee's vacation schedule starting with the eleventh year of employment and going through the twentieth year. An employee with twenty years of service will re- ceive five weeks vacation. Mayor Benson said he was not aware of any businesses who give over four weeks vacation. Mr. Schumacher explained that lon- gevity pay was discussed but not approved and suggested the one day of vacation for every two years of service be added to that employee's vacation schedule for employees with more than ten years of service. An employee with twenty years of service would receive four weeks vacation. Mayor Benson felt the Policy should also state that if a week or more of vacation is requested, the request should be made at least one month in advance. 207.15 Time Away From the Office. Breaks, personal time and telephone calls were discussed. Mr. Schumacher ex- plained that there has been problems in this area in the past. He felt if these matters were addressed in the Policy, this could be dealt with at the time each employee is evaluated. 207.16 Sick Leave. Mr. Schumachear explained the current policy. Since no further benefit is attained when the 120 days maximum sick leave is reached, Mr. Schumacher felt some of the employees may abuse the policy by calling in sick when they were not really PAGE 2 001 WAYS AND MEANS COMMITTEE MEETING OCTOBER 4, 1988 sick. There are several ways this matter can be handled and Mr. Schumacher suggested that some of the sick leave benefit could be transferred into vacation time. Mayor Benson asked how the City is compensated when an employee is ill for a consider- able amount of time. Mr. Schumacher said that there is no compensation for the City. Mayor Benson said he would like to see a policy that limited sick leave to thirty days with a disability policy that would kick in and provide a certain portion of an employee's salary after the first thirty days. Mr. Reinert asked what similar cities are doing in this area. He asked for some guidelines in putting together a sick leave policy. Mr. Bisel said he was concerned about employees who abuse the policy. Mayor Benson and Mr. Bisel asked to see some altern- atives regarding sick leave including a disability policy. 207.19 Maternity Leave. Mr. Schumacher explained this follows the state policy. 207.23 Travel Expense. Mr. Schumachear explained nothing has been changed in this area. He noted Circle Pines recently reviewed their policy regarding travel expenses. He also noted a book that outlines the costs of traveling to various cities. 207.25 Holidays. This portion has been implemented and follows state guidelines. Martin Luther King has been added to the holiday schedule. 207.26 Pay Day Changes. The pay schedule has already been changed from twenty four pay periods to twenty six pay periods. 207.28 Employee Evaluations. Langauge has been added that was discussed at the last Ways and Means Committee meeting. Reviews will be held twice a year. Mr. Schumacher explained everyone has had a mid -year review except Mrs. Anderson. An organizational Chart has been added to the Policy. JOB DESCRIPTIONS — REVIEW OF UPDATED JOB DESCRIPTIONS 1 1 PAGE 3 1 1 1 WAYS AND MEANS COMMITTEE MEETING OCTOBER 4, 1988 Mr. Schumacher explained he and Mr. Tesch have spent a great deal of time updating Job Descriptions and everyone feels the descriptions are adequate. It was noted that a Job Description should be part of a new employee's handbook along with the Personnel Policy. Mr. Bisel asked if each employee reviewed their Job Description. Mr. Schumacher said yes the purpose being to be sure everybody felt satisfied with their Description. Mayor Benson referred to the requirements for the City Administrators position. Mr. Reinert said he would like to see someone with a Bachelors Degree and actively adding to his education. This person can then grow with the job as they are educating themselves. Mayor Benson said he would like to see a continuing education program for all employees. He said such a program could be an incentive to the employee. SECRETARY'S POSITION UPDATE - LAURA ELKEN Mr. Schumacher explained that Laura Elken, a part time receptionist has been promoted to the full time secretary position. Laura has requested an increase in salary to $8.50 per hour. Mr. Schumacher has explained to Laura that he would recommend a salary adjustment at the year end evaluations. He said he has told her he would recommend the $8.50 per hour pay at that time if her performance proves she is capable of performing the work. Mr. Reinert asked Mr. Schumacher how he determined the $8.50 per hour salary figure. Mr. Schumacher explained this position has increased responsibilities. Mayor Benson said he felt $8.50 was a reasonable amount based on what he has learned from other individuals. Mr. Bisel noted this position calls for some confidentiality and requires attendance at night meetings. He noted that the minutes from these meetings are already better than in the past. There was discussion on how much of a raise this position should receive at this time. Mayor Benson asked what the pay for the position should'be at entry level. After further discussion it was decided that the entry level pay for the secretary's position should be $8.00 per hour and if the year end - evaluation of the employee's is positive another 50 cents could be added. Mayor Benson asked if this decision would cause concernn with another employee in the office. Mrs. Anderson said yes and suggested this situation be re- evaluated. PAGE 4 ,003 WAYS AND MEANS COMMITTEE MEETING OCTOBER 4, 1988 SALARY ADJUSTMENT, CITY PLANNER Mr. Schumacher has prepared a memorandum to the Council explaining a new Job Description for the City Planner. He noted Mr. Miller has done an excellent job this past year and has contributed to the Economic Development Committee (EDC), Planning and Zoning Board (P & Z) and Park Board. He has also assumed many of the planning duties that had been part of the Building Inspector's department and Mr. Kluegel can now devote his full time attention to building inspections. Mr. Miller has twenty years of planning experience, uses a tough, no nonsense approach and is an asset to the City. Mr. Schumacher recommended an adjustment in annual salary for Mr. Miller from $35,000 to $39,000. He noted that Mr. Miller has declined health coverage provided by the City and this will save the City over $2,200. Mr. Reinert agreed the City would save dollars by Mr. Miller's decision to not take health coverage but felt this should not be a consideration when determining salary compensation. He felt all employees should be offered an entire benefit program and they should not be allowed to pick and choose a particular benefit and not another. Mr. Schumacher noted that Mr. Miller is a contract employee and there are several issues that are different and unusual in this contract. Mr. Bisel asked what percentage of Mr. Miller's salary is paid by fees. Mr. Schumacher explained about one half. Mr. Reinert asked what is Mr. Miller's educational background. Mr. Schumacher explained Mr. Miller has a Masters Degree and has all of his work completed for his Doctorate Degree except for his thesis. Mr. Schumacher was asked what White Bear Township is doing for planning services since the Joint Powers Agreement was terminated. Mr. Schumacher explained tfiat White Bear Township has hired an entry level planner at a salary in the low $30,000. He added this action would be inappropriate for Lino Lakes since Lino Lakes is growing quickly and decisions that are made now will stay with the City for a long time. Mr. Bisel said he was very pleased with a number of Mr. Miller's innovations such as Builders Day. He felt Mr. Miller is also doing a`very good job with the public. PAGE 5 1 1 1 1 WAYS AND MEANS COMMITTEE MEETING OCTOBER 4, 1988 Mayor Benson asked what is the difference between a contract employee and a regular employee. Mr. Schumacher explained there is less security for the contract employee since the City can elect to not renew the contract. A regular employee cannot be discharged without certain documentation. A contract allows for an employee to have special considerations that are not allowed by the normal Personnel Policy such as extra vacation or time off without pay. It allows for special consideration for employees who are not entry level employees. Mr. Reinert asked if a contract employee has certain rights other employees do not have. Mr. Neal asked if a contract person could hire someone else to do his work for him. Mayor Benson asked why Mr. Miller should be treated differently than another employee. Mr. Reinert said he was nervous about the contract and noted it sets precidence. Several items in the contract were discussed. Mayor Benson asked why the terminology in the contract could not be included in the job description. He felt the City could not restrict an employee unless his work is affected. Mr. Bisel said he would like the City Attorney to review the contract. Mr. Neal said he felt $39,000 is not a lot of money for what Mr. Miller is doing. Mayor Benson asked that his proposed contract be given to the City Attorney for his review. He asked that he give an opinion on whether this City can waive health insurance in lieu of additional salary. He also asked for Mr. Hawkin's opinion on whether this City can ask something from one employee and not another employee. Several Council Members indicated that they had other appointments this evening and it was decided to complete the Ways and Means Committee agenda at 6:00 P.M., Monday, October 10, 1988. Mr. Bisel noted that Mr. Hawkins is the "attorney for both Lino Lakes and Centerville. He is concerned about the position of Lino Lakes in the Fire District Joint Powers Agreement and suggested another attorney review the agreement and give the Council an opinion on this matter. This matter will be placed on the agenda for the October 10, 1988 regular Council meeting. Mr. Bisel moved to adjourn at 6:06 P.M. Mr. Reinert seconded the motion. Aye: PAGE 6 as