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HomeMy Public PortalAbout2015-07-01 packetNOTICE OF MEETING & TENTATIVE AGENDA Council Committee on Administration Wednesday,July 1,2015 at 8:00 a.m. Boone/Bancroft Room (City Hall) –320 E McCarty St Tentative Agenda 1.Call to Order 2.Roll Call 3.Approval of Minutes 4.Meeting calendar for 2015-2016 (Hilpert) 5.Employee Classification and Compensation Plan (Crowell) 6.Ordinance and bill summary defining “convicted” for purposes of business license (Hilpert). 7.Ordinance and Bill summary for Transfer and Reclassification of Law Dept. employees (Hilpert). 8.Appointment Review (Strope) 9.Public Comments 10.New Business 11.Adjournment NOTES Minutes of Meeting Jefferson City Council Committee on Administration Wednesday,May 27, 2015 City Hall -320 E. McCarty Street Large Conference Room ATTENDEES. Committee members present:Jim Branch, Laura Ward,Mark Schreiber, & Ken Hussey Staff present:Steve Crowell,Drew Hilpert, Britt Smith, Bill Lockwood, &Bill Betts Others present: Mayor Carrie Tergin, Madeleine Leroux, Tanya Borhorst,(Wallstreet Ins. Group), Dick Pearson (Wallstreet Ins. Group), Lee Wilbers (Wallstreet Ins. Group), Randy Lueckenotte (Wallstreet Ins. Group), & Councilman Rick Prather, Meeting came to order at 8:03 a.m. Councilwoman Ward made a motion to approve the minutes which was seconded by Councilman Schreiber.The motion passed 4-0. Reclassification of ITS position. Presented by Bill Betts.Mr.Betts requested that the Finance/ITS administrative assistant position be renamed “Help desk Technician”,to more accurately reflect the work performed by this position. There would be no change in salary grade, only a name change.After discussion Councilwoman Ward made a motion to move the bill onto the Council which was seconded by Councilman Schreiber. The motion passed 3-0. Broker Services. Presented by City Administrator Steve Crowell. Mr. Crowell advised the reasons and process for the recommendation of JW Terrill as the next employee benefits broker. Lee Wilbers, on behalf of Wallstreet Ins. Group spoke as to Wallstreet Insurance Group’s concerns with regard to the final scoring by the selection committee. After discussion and questions by the Council, Councilwoman Ward made a motion to move JW Terrill and Wallstreet Ins. Group onto the Council for further consideration, which was seconded by Councilman Hussey. The motion passed 4-0. Appointments Review Presented by City Counselor Drew Hilpert. The committee reviewed the recommendations by Mayor Tergin. After Discussion Councilman Hussey made a motion to move the bill onto the Council which was seconded by Councilman Ward. The motion passed 4-0. OTHER BUSIENSS The Committee discussed a calendar for meetings for the next year. City Counselor Hilpert will bring a meeting schedule for the Committee to review at the next committee meeting. Councilman Schreiber made a motion to adjourn which seconded by Councilwoman Ward. The motion passed 4-0. Meeting adjourned at 8:50 p.m. MEETING SCHEDULE FOR ADMINISTRATION COMMITTEE All meetings to occur at 8:00 a.m. in the Boone Bancroft Room (large conference Room) of City Hall unless otherwise noted on the posted agenda. 1.August 5th, 2015; 2.September 2nd, 2015; 3.October 7th, 2015; 4.November 4th , 2015; 5.December 2nd , 2015; 6.January 6th, 2016; 7.February 3rd, 2016; 8.March 2nd, 2016; 9.April 6th, 2016. To: Administration Committee J From: Steven S. Crowell, Jr.; City Administrat ©ate: June 18, 2015 Subject: Solicit Request for Proposals for Compensation and Classification Analysis In my estimation, I feel it would be beneficial to the City as an organization to proceed with updating our current employee Compensation and Classification Plan we discussed with the Mayor and Council several months ago. I am requesting authorization to solicit proposals from qualified organizations to conduct a review and analysis of our current employee compensation and classification plan, subject to the funding recommendations noted below, and recommending to the City Council updates/revisions as appropriate. I would suggest paying for the analysis from the $232,250 previously approved by the Council from this year's. I consider this review and analysis an investment in our most important resource: our employees. The last compensation and classification system review and analysis we had completed by an independent consultant was in the year 2003. The City of Columbia recently completed a similar review and the State has been authorized to begin a similar review as well. The purpose of the Compensation and Classification Plan review and analysis is to ensure the City has a contemporary classification and compensation plan which reinforces the values and objectives of the City by ensuring positions performing similar work with essentially the same level of complexity, responsibility, and knowledge, skills and abilities, are classified together providing salaries commensurate with assigned duties; providing justification for pay differentials between individual classes (internal equity); and maintaining our competitiveness within our labor market (external equity). The intent of the review and analysis will be to evaluate the job functions and descriptions of employees; analyze employee compensation (pay, grades, and related benefits) and related policies; and to make any recommendations for future classification and/or compensation issues which the City should address. The consultant will also be asked to provide recomunendations on implementing (including funding options) the plan recommendations. I would also propose that the RFP include, as a bid alternate, aeg neral overall staffing review and as a second alternate, a broader scope staffing review, such as: provide recommendations on staff alignments, reporting relationships and organizational structure (again as an alternate). The review and analysis will afford the Mayor and Council the opportunity to view organizational compensation and classification issues/reconrunendat ions as a whole (i.e., not solely based an individual or a specific department). Approval of this itern will authorize Staff to prepare and solicit a "Request for Proposals" consistent with the criteria identified in our Personnel Manual, by employees, and by the Mayor and Council. Upon receipt of the proposals, consideration of an award of a contract will be brought back to the Administration Committee for direction. Initiating the review and analysis this fiscal year will provide Council with factual documentation upon which to make informed decisions related to the classification and compensation of employees. I anticipate the RFP process and analysis will take approximately eight to twelve months to complete, depending on the scope of work (and any additional Committee and Council meetings). This timeframe should provide the necessary information for the Fiscal Year 2017 budget (not the upcoming FY 2016 budget), which does not preclude earlier action by Council if the information is available sooner. The estimated cost for the review and analysis will be approximately $25,000 to $40,000 depending on the firm selected and the scope of work. We will include in our solicitation, the firm which conducted our last Compensation and Classification Plan analysis; however, there may be merit to having a different firm review the current plan. My recommendation is to pay for the analysis from the $232,250 previously approved by the Council from this year's budget (perhaps allocating a portion of the costs to appropriate departments/enterprise funds). A representative group of employees will be involved in the selection and review/analysis process, including involving employee bargaining and representation groups. I will be sure to advise employees that they should NOT assume conducting the review/analysis means there will be any future adjustments in pay (compensation), merely that this action, if approved, will provide data to Council for consideration during upcoming budget deliberations. Neither should employees assume that the study will show they are `underpaid"; no doubt some positions will demonstrate a higher market value and some will demonstrate a lower market value. Strategies to implement the recommendations resulting from the review and analysis will depend on the information provided by the analysis. The advantages of conducting the review and analysis include: (1) supporting our employees and our organization through ensuring appropriate compensation; (2) giving Council and Staff a better idea as to the market value of the individual positions; (3) updating job descriptions; (4) identifying career ladders within the organization; and, if accepted (5) providing a general review of staffing levels. Disadvantages could include: (1) the potential costs associated with implementing the plan recommendations and (2) potential disagreements or disappointments over the final recommendations and decisions for implementation. Obviously any final decisions which may need to be made as a result of the Compensation and Classification a review and analysis will be subject to approval by the City Council. BILL NO.2015- SPONSORED BY COUNCILMAN __ ORDINANCE NO. AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AMENDING THE CITY CODE, CHAPTER 17, SECTION 11 BY DEFINING THE TERM “CONVICTED” BE IT ENACTED BY THE COUNCIL OF THE CITY OF JEFFERSON, MISSOURI, AS FOLLOWS: Section 1. The City Code, Chapter 17 (Licenses, Taxation, and Miscellaneous Business Regulations), Section 11 (Definitions), is hereby amended as follows: Sec. 17-11. Definitions. For the purposes of this article, the following words or phrases shall have the meanings respectively ascribed to them by this section: Convicted. For the purposes of this Chapter, convicted means being found guilty by the verdict of a jury or the decision of a judge in a court of law of, having pled guilty to, or having pled nolo contendere (no contest) to any crime or infraction. Section 2.This Ordinance shall be in full force and effect from and after the date of its passage and approval. Passed:Approved: Presiding Officer Mayor ATTEST:APPROVED AS TO FORM: City Clerk City Counselor BILL SUMMARY BILL NO: SPONSOR: SUBJECT: DATE INTRODUCED: DEPARTMENT DIRECTOR(S): CITY ADMINISTRATOR: Staff Recommendation:APPROVE Summary:The bill adds the definition of the word “convicted” to Chapter 17 of the City Code. The definition includes a finding of guilt and pleas of guilty or no contest. Origin of Request: Law Department Department Responsible:Law Department Person Responsible:Drew Hilpert Background Information:Section 17-29 of the City Code allows the Director of Finance to revoke a business license upon a finding that the licensee has been convicted for violating a provision of the Code. Chapter 17 presently does not define what “convicted” means, therefore the meaning of the word is subject rules of construction set forth in Section 1-2 of the City Code, which states that “[w]ords and phrases shall be construed according to the common and approved usages of the language.” The common usage of “convicted” means a finding of guilt. The common usage of the word would exempt persons who had entered a plea of guilty or a plea of nolo contendere (no contest) to a crime from the revocation provisions of Section 17-29. Fiscal Information: None BILL NO.[Bill No.] SPONSORED BY COUNCILMAN _______________________ ORDINANCE NO. AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AMENDING THE 2014- 2015 BUDGET OF THE CITY OF JEFFERSON, MISSOURI BY MOVING EMPLOYEES BETWEEN DIVISIONS OF THE LAW DEPARTMENT AND RECLASSIFYING POSITIONS WITHIN THE PERSONNEL SCHEDULE. BE IT ENACTED BY THE COUNCIL OF THE CITY OF JEFFERSON, MISSOURI, AS FOLLOWS: Section 1. The 2014-2015 Budget of the City of Jefferson, Missouri, is hereby amended by changing the Personnel Schedule of full-time positions as outlined in Section 2 and Section 3 of this ordinance. Section 2.The position of Deputy Court Clerk found within the Municipal Court Division of the Law Department, is transferred to the City Counselor’s budget and is hereby reclassified to “Administrative Technician”,staying at pay range 10 ($30,567.15 - $45,850.70). Section 3.The position of Administrative Assistant found within the City Counselor’s Department is transferred to the Municipal Court Division and is hereby reclassified to Deputy Court Clerk, staying at pay range 12 ($33,700.28 -$50,550.40). Section 4. This ordinance shall be in full force and effect from and after the date of its passage and approval. Passed:Approved: Presiding Officer Carrie Tergin, Mayor ATTEST:APPROVED AS TO FORM: City Clerk City Counselor BILL SUMMARY BILL NO: SPONSOR:Branch SUBJECT:Court-Law positions DATE INTRODUCED:July 6th, 2015. DEPARTMENT DIRECTOR(S): CITY ADMINISTRATOR: Staff Recommendation:APPROVE Summary:In short, the grade 12 currently assigned to the Law Dept. will be reassigned to Municipal Court. The grade 10 currently assigned to Municipal Court will be reassigned to the Law Dept.This involves only shifting currently authorized positions from one division to another within the same department and no new positions are being added. Origin of Request: Law Department Department Responsible:Law Department Person Responsible:Drew Hilpert Background Information: Action is required by the Council as the code and personal policy manual require the Council to authorize this move. The municipal Court has two full time employees and two employees assigned part time. Barb Schaffer is the Municipal Court Coordinator and is generally assigned the technical duties of overseeing court functions including, but not limited to,issuing warrants, bond processing, reporting requirements to the Office of State Court Administrator etc. Jana Wood is the Deputy Court Clerk and is generally assigned customer service, filing procedures and maintenance, and payments. Lindsay Sullivan is a full time Administrative Assistant within the Law Department/Court/City Clerk office who spends about 2/3 of her time on Court matters performing and supporting the work performed by the Municipal Court Coordinator.The other 1/3 of her time is split supporting Phyllis in City Clerk duties and law department duties.The other part time (no benefit) position help performs and supports the work performed by the Deputy Court Clerk. This has led to the 2/3 time “Administrative Assistant” performing more technical duties for the Court than the current deputy clerk job functions. Jana Wood, Municipal Court Deputy Clerk, and employee of over 10 years is retiring effective August 1st, which has opened up an opportunity to restructure and utilize employees to better effect. Staff desires to do this through a simultaneous two-step process. 1)The grade 10 Deputy Court Clerk will be reassigned from the Municipal Court to the Law Department. In order to make sense of this change the title will be renamed to “Technician”, which is a common name for grade 10 employees. This person will continue to be a 2/3 Court employee with the remaining 1/3 split between law and City Clerk duties. This position will posted for hiring. 2)The grade 12 Administrative Assistant will be reassigned from the Law Department to the Municipal Court. This is requested because the job expected of this position will be more technical and advanced than the current position and therefore should be a grade 12 rather than grade 10.It will be expected that this position be able to perform all the duties of the Municipal Court Coordinator.In order to make sense of this change the title will be renamed “Deputy Court Clerk”. The current employee holding this position will keep the position and shift to Municipal Court, full time. Fiscal Information:NONE