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HomeMy Public PortalAboutORD09446 BILL NO. INTRODUCED BY COUNCILMAN z lz�f 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 y; personnel evaluation system, and personnel rules and regulations, fora sum not to exceed nineteen thousand, four hundred fifty r' 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) >a' Bresid Ant of the uncil U Mayor Attest C Clerk I 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 ,5. are available on a reimbursement basis from the State of Missouri, through the City's I.P.A. Grant, A�r «�� 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. -2- 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. -3- 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 f 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. -4- 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. s 1 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. -5- 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. khl a: 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 is By -0 - BY Z10-1,o"AgeA Title Mayor Tit Principal Acsnr_ia Attest Attest: :•.Y, C y C rk .S� e -6- -r ,