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HomeMy WebLinkAbout09-22-92 CCMMINUTES APPROVED: 10-6-92 LAKE ELMO CITY COUNCIL WORKSHOP SEPTEMBER 22, 1992 Acting Mayor Williams called the Employee Evaluation Workshop to order at 6:10 p.m. in the City Council chambers. PRESENT: Hunt, Dick Johnson, Mayor Johnson (arrived 6:50 p.m.), Mottaz (arrived 7:00 p.m.) and Williams. Employees Present: Kueffner, Banister, McNamara, Lumby, Olinger, Bouthilet, Buckles and Gustafson. DISCUSSION ON EMPLOYEE EVALUATIONS: Councilman Johnson indicated the council ought to listen to the public and get their reaction to the 26% budget increase, set the budget and increases, and then it becomes the City Administrator's responsibility to apportion that amongst the staff based on performance. In order for them o approve a pay plan, it is micromanaging. We set general policies and a percent increase overall, and it is up to the administrator to set salaries. Councilman Hunt would like to see everyone at least into the LOW level of their pay range, but should have some leeway for excellent performance and a merit increase. It is up to the City Administrator to decide where that goes. If she needs more money in the pay plan to do that, she should tell the Council. Councilman Williams explained that the direction of the City Council was for the Administrator to come back with a pay plan that reflected the performance appraisals such that the largest increase was a total of 6% for 1992. Two of the proposals are in excess of that. He had a problem with an employee not getting any increase for two years, except for the 2% cost of living, despite of his doing a great job. A pay raise should be related to performance. He was not comfortable with taking $11,000 out of Reserves. A 20-25% increase proposed for two employees is too much in any one year. Last April, the proposed salaried increase was not going to be retroactive to the beginning of the year. Because it took so long for the performance appraisals, all the employees should not be penalized. He would be willing to make whatever 1992 increase they approve retroactive to the mid -year. As far as getting people up on to the low end of the scale, a 10% or 15% increase is maximum in one year. They are not going to be able to factor in merit increase for the 1992 rate as he had hoped they could, but felt it was imperative we do that for the 1993 rate. EMPLOYEE EVALUATION WORKSHOP SEPTEMBER 22, 1992 2 Mayor Johnson explained that in Plan A cities, we are micro - managers. Under the statutes the Dept. Heads report directly to the Council and we have a responsibility to evaluate each one of these department heads. Setting a pay plan is part of our responsibility. Chapter 7 of the Administrative responsibilities in the League of MN Cities manual was read. He felt it was essential that we have some measurable system to determine merit. If we are going to determine how well the city has performed, how well it has taken care of its residents, we have to have some type of measurable indicator and that goes right back to individual departments. Councilman Williams asked for a consensus as to what to do with the 1992 pay rate and then have Mary go back and resubmit what the final figures would be and also what a corresponding 1993 rate would work out to be. Councilman Johnson understood they will not take any action now, but for the next meeting we should be prepared to take action on the 1992 classification adjustments. Mayor Johnson indicated he felt comfortable with the evaluations made for Buckles, Gustafson, Marilyn, Sharon, Kathy, Barb and Jim. Councilman Williams referred to an employee evaluation --Part 4, Question: Do you feel any changes could be made to improve your work atmosphere or your job performance? One of the comments was "Individual requests should be channeled thru city administrator". Sharon Lumby clarified that whenever a council member requests some work done, they should go thru the city administrator with the request, so she is aware of the request. Then she can designate the work to a staff member that has the time. Williams indicated that individual council members ordering staff to do things should not be tolerated, and the Council should go on record as a Council supporting the statute and our policies that state that individual council members cannot, are not allowed, have no authority to supervise or order an employee of the city to do anything. That authority rests with the city administrator or the Council as a whole. (Referred to the League of MN Cities manual.) He will come to the next council meeting with a resolution prepared which will deal with this situation. Mayor Johnson responded from the standpoint of workload, they should go thru the administrator. But from the standpoint of a council member that needs additional information, that is his preogative. If I need information to do my work as a councilman, he will get it. EMPLOYEE EVALUATION WORKSHOP SEPTEMBER 22, 1992 3 Mayor Johnson added he has asked who was responsible in getting work done in Mary's absence. Administrator Kueffner responded that Sharon Lumby is the Deputy Clerk and handles her duties in her absence. She is the Clerk/Administrator/Treasurer of the city. Mayor Johnson felt you cannot assign administrative duties to the clerk. Mary: you have done that by virtue of the code. The City Council designated Sharon as the Deputy Clerk when I took the clerk job. Mayor Johnson would like to make a motion to appoint Sharon as the acting administrator in the absence of the administrator at the next meeting. Councilman Williams made it clear that the numbers in the performance appraisals that were turned in are way too high. They should be lowered uniformly and for the points to really mean anything there has to be more of a spread between the top and the bottom performers. Mayor Johnson felt the Council should stay in touch a lot more and meet with the Department Heads. He asked that the job descriptions of each department head be copied and sent to the council. CITY ADMINISTRATOR EVALUATION: Mayor Johnson indicated that the administrator's job on the I-94 extension of the MUSA was Herculean. Some of the things that the council has asked to be done, would remain on our Old Business, and would get lost. Councilman Mottaz will evaluate the administrator according to her duties in her job description. Councilman Williams, Johnson and Hunt have completed their evaluation of the City Administrator. Meeting Adjourned AGENDA CITY COUNCIL/EMPLOYEE WORKSHOP TUESDAY, SEPTEMBER 22, 1992 6:00 P.M. 1. AGENDA 2. WORKSHOP WITH EMPLOYEES 3. OTHER 4. ADJOURN