HomeMy Public PortalAboutORD09446 BILL NO.
INTRODUCED BY COUNCILMAN
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Yf: ORDINANCE NO.
AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AUTHORIZING AND
DIRECTING THE MAYOR OF THE CITY OF JEFFERSON TO EXECUTE AN
AGREEMENT WITH PUBLIC ADMINISTRATION SERVICE, CHICAGO, ILLINOIS,
FOR A PERSONNEL STUDY TO INCLUDE CLASSIFICATION AND PAY PLANS, A
PERSONNEL EVALUATION SYSTEM, AND PERSONNEL RULES AND REGULATIONS.
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF JEFFERSON,
MISSOURI, AS FOLLOWS:
Section 1. The Mayor of the City of Jefferson is hereby
authorized, for and in the name of the City, to execute a written
Agreement with Public Administration Service, Chicago, Illinois,
for a Personnel Study, to include classification and pay plans, a
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personnel evaluation system, and personnel rules and regulations,
fora sum not to exceed nineteen thousand, four hundred fifty
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dollars ($19,450.00) .
Section..2. A copy of said Agreement is hereto attached and
made a part hereof.
;w. Section 3. This ordinance shall be in full force and effect
from and after the date of its passage and approval.
Passed t. Approved �- �S c)
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Bresid
Ant of the uncil U Mayor
Attest
C Clerk
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AGREEMENT
THIS AGREEMENT made and entered into this day of July,
1980, by and between the City of Jefferson, Missouri, a Municipal
Corporation, with offices at 240 East High Street, Jefferson City,
Missouri, 65101, hereinafter called the "City", and Public
Administration Service, a private, not-for-profit institution,
hereinafter called the "Consultant".
WITNESSETH, that WHEREAS, the City of Jefferson desires
to have certain personnel studies undertaken for the betterment
of the City's personnel functions; and
WHEREAS, the Consultant has expertise in the area of
personnel studies ; and
WHEREAS, necessary funds- for payment of Consultant services
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are available on a reimbursement basis from the State of Missouri,
through the City's I.P.A. Grant,
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NOW, THEREFORE the City hereby hires and employs the
Consultant in accordance with the following Agreement:
Scope of Services
The Consultant will perform the following:
Classification Review
1. Supply appropriate classification questionnaire forms
to be completed by employees and their supervisors in setting
forth the duties and requirements of each of the positions
included in the study. These questionnaires will be distributed
and explained at a meeting of city staff. Also at this meeting
city staff will be briefed as to thkethodology employed during
the study, the role of city staff, and the time period necessary
to complete the project. A letter of explanation for all City
employees will be distributed with the questionnaires .
2. Discuss the duties and work requirements of positions
with supervisors and departmental officials and with individual
employees for verifying duties and revising or designing class
and series specifications . Approximately 30 to 40 percent of
the positions will be audited including at least one position in
every class .
3. Establish, on the basis of information secured through
the above steps, classes of positions which constitute a sound
grouping of all positions on the basis of duties, responsibilities,
and qualification requirements.
4. Develop or revise for all classes suitable titles and
class specifications which describe in some detail the nature and
requirements of the work of each class. The class specifications
will include the title, the general nature and objectives of the
work, supervision given and received, significant working condi-
tions, and major characteristics distinguishing the class from
other classes; typical tasks, examples of performance criteria and
major areas of accountability and responsibility; knowledges,
abilities, and skills required for satisfactory job performance;
and the minimum training and experience requirements or equivalents
needed for entry into the class.
5. Allocate all positions by assigning each to its appro-
priate class in the classification plan. This allocation would be
made so as to provide internal consistency including consideration
of the following factors:
a. Relative difficulty, variety, and responsibility of
the work in the various classes as compared one
with another.
b. Nature and extent of guidelines for work; the manner
in which it is received and reviewed.
C. Consequence or impact of error on the City for work
failure.
d. Independence of action and initiative expected.
e. Nature and variety of supervisory responsibilities
f` and employees supervised.
f. Personal contact within and outside the City.
g. Job hazards; working conditions.
h. Knowledges, abilities, and skills required for
successful job performance.
i. Internal administrative and reporting relationships
among positions.
J . Any other pertinent factors.
6. Review with appropriate city officials the revised class
specifications and the position allocations.
7. Notify employees of the proposed classifications of their
positions and participate in the review of allocation appeals from
individual employees.
8. Revise the classification plan as may be found desirable
in the light of the above steps prior to its submission for adoption.
9. Present allocation lists showing the recommended classi-
fication of each position as a basis for revising payroll and other
records so as to reflect new classifications.
10. Present and explain to the appropriate officials the
proposed classification plan as evidenced by the revised list of
titles, class specifications, allocation lists, and organizational
manning charts referred to above.
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Compensation Analysis
1. Through salary information questionnaires, personal inter-
views, and study of classification and pay plans for selected private
and public agencies, secure representative information with respect
to current rates of pay and fringe benefits for positions in private
and governmental employment. The survey will also include fringe
benefit practices of other employers.
2. Analyze such salary and wage information and such related
factors as the relative difficulty and responsibility of the work of
the various calsses, living costs, the recruitment problems, and pay
and financial policies and requirements of the City of Jefferson City.
3. Prepare a compensation plan or plans with rates or ranges
of rates of pay for all classes of positions included in the classifi-
cation plan.
4. Calculate the budgetary effects of the recommended pay plan
or plans, showing the estimated costs of putting the plans into effect
under several options.
5. Present and explain to appropriate officials the proposed
plan or plans including the methodology used to complete the plan or
plans and the results of the salary survey.
Training
1. Formal training based on PAS Manual for the Development and
Administration of Position Classification and Pay Plan ( 1975) , which
describes in clinical detail the classification process and pay plan
' designs. This effort would be focused on those staff members who are
to be directly engaged in administering a prescribed phase of the
personnel program.
2. Demonstration training whereby assigned city personnel staff
engage, side by side with PAS staff, in certain aspects of work. You
should be assured that this is not an attempt by PAS to have city
personnel staff 'take over certain project tasks. Rather, we feel that
the local staff will benefit, for example, from PAS ' experience by
accompanying PAS staff on position audits.
3. Information Clearances with department heads and other
principal officers for the purpose of reviewing work products at
various stages of their development. Through this opportunity to
share authorship, these officials gain a basic understanding of how
the various work products of the study were developed.
Employee Performance Evaluation System
1, Review the system of employee performance evaluation
presently in use. This is to provide an understanding of the
credibility, strengths , and weaknesses of the present system; the
general attitudes prevailing among supervisors and employees as to
this system; and techniques or formats which potentially should be
carried forward or expanded in the design of the new system.
2. Interview appropriate city officials and employees
concerning system goals and basic system design.
3. Identify and define distinct factors for the rating of
job performance (e. g. , work quality, work quantity, initiative and
problem-solving ability, work relationships, work habits, supervisory
ability, etc. ) ; prepare recommendations concerning the levels of
•acceptable job performance to be used in evaluating employees.
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4. Design alternative rating forms for specific use in the
evaluation of employees within a major occupational or hierarchical
category (e.g. , executive and program management , professional and
technical, clerical and support, operations and maintenance, etc. ) .
5. Prepare instructions for the completion and use of the
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rating instruments.
6. Conduct necessary training workshops for department heads
and supervisors to explain the rating instruments and instructions,
test the instruments, and revise the forms and instructions as
necessary following these meetings.
Personnel Rules and Regulations
1. Review laws, ordinances, the present personnel rules and
r regulations, departmental rules, administrative directives, and
other provisions which govern or influence personnel administration.
2. Consult with appropriate city officials to obtain their
views as to the adequacy of prevailing personnel policies and
practices and, based upon their experience and our experience in
personnel administration, prepare proposals for improvements in
® personnel practices and policies.
3. Develop a draft manual of rules and regulations, including
1. the following personnel actions and procedures.
s:. a. Recruitment, appointment , promotion, and retirement.
b. Administration of the position classification and pay
plans.
C. Reduction in force and separation.
d. Hours of work, attendance, and leave allowances.
e. Relationships with employees, employee organizations,
and grievance procedures.
f. Performance evaluation and training.
g. Reference to federal and state legislative and Judi-
cial mandates and constraints.
h. Personnel records, transactions, and personnel data
system.
i. Others as necessary.
4. Submit a draft of the personnel rules and regulations
manual and conduct meetings with department heads and others for
the purpose of explaining and reviewing the draft.
5. Revise the draft as necessary following the above meetings.
6. Submit the revised personnel rules and regulations manual.
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City Responsibilities
The City will provide necessary work space and facilities
on-site. The City will provide the services of a typist and will
duplicate all draft materials while the study staff is on-site.
The City will provide access to City employees during all aspects
Of the study requiring their input.
The request for proposals attached hereto and made a part
hereof shall also govern this scope of services excepting that
paragraphs A.4, E, and G,c are hereby omitted.
Project Schedule
The time schedule set forth in the request for proposals
remains in effect. The amount of time spent on-site by the con-
k sultant will be as follows, as stated in the consultant 's proposal,
dated June 2, 1980:
Classification and Pay Plans -- Eight weeks
Employee Performance Evaluation System -- li weeks
Personnel Rules and Regulations -- 1i weeks
® Contract Cost
1. Position Classification and Pay Plans $ 14, 100.00
2. Employee Performance Evaluation System 2,450.00
3. Personnel Rules and Regulations 2,900. 00
Invoices may be submitted monthly for work completed to that
date and the City will make payment within thirty days. The City
will retain 10% of the amount billed for each portion of the project
n: and will make complete payment as each project portion is completed.
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Copies
The consultant shall provide twenty-five copies of all finished
products of this project to the City.
Subletting, Assignment or Transfer
The Consultant shall not sublet, assign or transfer any interest in
the work covered by this Agreement except with the prior written
consent of the City.
Termination of Agreement
The City may cancel this Agreement or any part thereof at any time by
giving written notice to the Consultant at least fifteen (15) calendar
days prior to the effective date of the termination. The Consultant
shall be paid for the value of all acceptable work performed prior to
the effective date of termination based on the payment terms of the
Agreement. Payment shall not exceed the total amount encumbered under
this Agreement, except as may have been previously amended in
accordance with supplemental agreements.
It is not contemplated that the Consultant shall have any right of
termination other than for such cause as has been established as
sufficient at law.
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Compliance With Laws
The Consultant shall comply with all federal, state and local
*awe, ordinances and regulations applicable to the work.
Commissions And Fees
The Consultant warrants that he has not employed or retained
any company or person, other than a bona fide employee working solely
for the Consultant to solicit or secure this Agreement , and that he
has not paid or agreed to pay any company or person, other than a
bona fide employee working solely for the Consultant, any fee,
commission, percentage, brokerage fee, gifts, or any other consider-
ation, contingent upon or resulting from the award or making of
this Agreement . For breach or violation of this warranty, the City
shall have the right to annul this Agreement without liability, or,
;.` in its discretion, to deduct from the Agreement price or consideration,
or otherwise recover the full amount of such fee, commission, per-
centage, brokerage fee, gifts, or contingent fee.
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Encumbrance
The total amount under this Agreement is Nineteen Thousand Four
Hundred Fifty ($19,450. 00) Dollars and no cents, and the City may
a authorize up to this amount without prior approval of the Mayor and
City Council.
IN WITNESS WHEREOF, the parties hereto have caused this
Agreement to be executed as of the day and year first above written.
CITY .OF JEFFERSON, MISSOURI PUBLIC ADMINISTRATION SERVICE
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By -0 - BY Z10-1,o"AgeA
Title Mayor Tit
Principal Acsnr_ia
Attest Attest:
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