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HomeMy WebLinkAbout10/10/1988 Council Minutes006 WAYS AND MEANS COMMITTEE MEETING OCTOBER 10, 1988 The Ways and Means Committee meeting was called to order at 6:00 P.M. by Mayor Benson. Council Members present: Neal, Bisel, Bohjanen, Reinert. Council Members absent: none. City Attorney, Bill Hawkins, Administrator, Randy Schumacher and Clerk - Treasurer Marilyn Anderson were also present. The purpose of this meeting is to complete the matters on the October 4, 1988 Ways and Means Committee agenda. SALARY ADJUSTMENT - CITY PLANNER Mr. Schumacher explained that he felt the Personnel Policy should contain language allowing for individual agreements with employees. This should only apply to department heads and only at their initial hiring. The purpose would be to allow a person to be hired at a level higher than entry level if special circumstances warrant this action. Mr. Reinert asked Mr. Hawkins to explain the difference between hiring a firm such as TKDA on a contract basis as opposed to hiring an employee on a contract basis. Mr. Hawkins explained. He said he had reviewed the proposed contract for Mr. Miller and said there would be no problem from a legal standpoint. He said the Council must decide if they want to hire employees on a contract basis as a matter of policy. If the Council decides to adopt this policy they should also include language explaining the reasons the Council wishes to enter into a contract with a particular employee. Mr. Bisel said he would question if the Council should limit this policy to department heads only. He also asked if the City adopted such a policy would the Council lose flexibility with the employee. Mr. Schumacher used Mr. Miller's contract to explain and noted the contract should not be renegotiated every year but an annual review of the employee should be conducted. Mr. Hawkins said if the Council did amend the Personnel Policy to allow employees to enter into agreements for special occassions it would be the same as allowing a variance to the Personnel Policy. Mr. Reinert said the Council cannot cover every unique circumstance in the Personnel Policy. PAGE 1 1 1 1 WAYS AND MEANS COMMITTEE MEETING OCTOBER 10, 1988 Mr. Schumacher read the language regarding employee contracts to be included in the Personnel Policy and said he would include language recommended by Mr. Hawkins regarding reasons for the contract. Mr. Schumacher explained that Mr. Miller's contract summarizes the job description. The second item regarding health insurance has been eliminated from the contract. Langauge has been included regarding Boards and Commission meetings requiring Mr. Miller's attendance. Mr. Miller will be required to attend the Planning and Zoning Board meetings and Council meetings and the Park Board meetings and EDC meetings as directed by the City Administrator or at the request of various members. It was noted that items two and four are covered by the Personnel Policy. Mayor Benson noted that Mr. Schumacher has recommended a salary adjustment to $39,000 per year and asked what he based this recommendation on. Mr. Schumacher explained it is based on Mr. Miller's history and experience and what other communities are paying for planning services. He consulted the Metro Area Salary Guide to give the Council salary examples from some metro cities. Mr. Reinert asked about the section of the contract regarding outside consulting services. Mr. Bisel noted that the Council cannot regulate an employee's free time but felt the Council could require that Mr. Miller not be allowed to perform outside consulting services without first receiving written permission from the City Administrator. Mr. Bisel said he has watched Mr. Miller in action and felt he was doing an excellent job. He suggested an annual salary of $41,000. Mr. Reinert said he was not in favor of going higher than Mr. Schumacher's recommendation especially since Shoreview is only paying $44,000. Mr. Neal said he agrees with Mr. Bisel and noted Mr. Millers educational background. Mayor Benson said he could site a number of examples of Mr. Miller's excellent performance. However Mr. Schumacher has made a recommendation and noted Mr. Miller will have another review in three months. Mr. Bisel said he would recommend a $40,000 a year salary as well as a review in January. This would say that the Council appreciates the work he is doing and hopes this continues. Mr. Schumacher noted that Mr. Miller is productive and effective and has made a lot of new changes: Mr. Reinert was concerned that in some cases when an employee is embedded his productivity declines'. He noted that this City has not had an employee PAGE 2 .aa7 008 WAYS AND MEANS COMMITTEE MEETING OCTOBER 10, 1988 in this capacity until now and felt the Council would see a difference when he is embedded. Mr. Bisel agreed but felt the review process will help to keep productivity high. Mr. Bohjanen moved to approve the contract for Mr. Miller with a salary of $40,000 per year and to drop items #2 and #3 from the contract and to include the change in item #5 as indicated previously. Mr. Neal seconded the motion. The motion carried with Mr. Reinert voting no because Mr. Miller will be reviewed in three months and there will be another opportunity to adjust the salary. SALARY ADJUSTMENT - ADMINISTRATIVE ASSISTANT Mr. Schumachaer explained that earlier this spring when all non -union personnel were reviewed by the Ways and Means Committee, his salary recommendation for the Administrative Assistant was cut from $2,200 to $1,700 and an allowance was made for a mid -year evaluation and adjustment. Mr. Schumacher explained Mr. Tesch's work is excellent and he has taken over some of Mr. Schumacher's duties in the areas of correspondence and drafting policies and reports in the past six months. He recommended that the original recommendation for Mr. Tesch's salary be approved. Mayor Benson asked for an explanation of certain management responsibilities. Mr. Schumacher explained that in his absence, Mrs. Anderson assumes financial responsibilities and Mr. Tesch will assume management responsibilities. Mr. Reineret asked for clarification, would this position be considered an Assistant City Administrator or Administrative Assistant? Would he make decisions over department heads? Mr. Schumacher said yes. Mr. Reinert said this is not included in the Administrative Assistant's job description in "nature of work ". Mr. Schumacher felt Mr. Tesch had the knowledge to make decisions of this nature. Mr. Reinert felt the "nature of work" area should be rewritten because he would be making administrative decisions. Mr. Neal said he felt Mr. Schumacher needed assistance. Mr. Reinert felt if this was the case the organizational chart should be revised to show this. He also noted that this is not what Mr. Tesch was hired for and now he is being elevated to a position of authority. He felt that he was not qualified and not hired for this position. He felt Mr. Schumacher had placed the Administrative-Assistant in an unauthorized position. He noted that an Administrative Assistant was hired and now he is being elevated to a position to make PAGE 3 1 1 1 WAYS AND MEANS COMMITTEE MEETING OCTOBER 10, 1988 decisions over department heads and he said he did not agree with this action. Mr. Bisel felt this matter should be given some consideration at another time. Mayor Benson said problems could be created and said an attempt to define positions more clearly should be made. Mr. Bisel moved to approve the salary adjustment of $500 for the Administrative Assistant based on past performance and get an interpretation of his increasing roll for the next Ways and Means Committee meeting. Mr. Neal seconded the motion. Motion carried unanimously. Mayor Benson asked that another Ways and Means Committee meeting be set at this time to complete this agenda. He also noted the Clerk would have an item for discussion. Mayor Benson asked that the Administrator set a meeting with the City of Centerville to discuss the location of fire station #3. Mr. Bisel moved to adjourn at 7:06 P.M. Mr. Neal seconded the motion. Aye. These minutes were considered and approved at a regular council meeting on October 24th 1988. MAIL G. ANDERSON Clerk- Treasurer Mayor 009 PAGE 4