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Minutes - 06/02/1997 Workshop ''''11, COUNCIL WORKSHOP MEETING MINUTES June 2, 1997 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, JUNE 2, 1997. 0003 CONVENED. The Council met in a workshop session management/non-union compensation issues at 7:16 p.m. with Mayor Kirksey presiding. ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Kirksey Chadwick Figley Hagenauer Jennings Pugh Sifuentez Present Present Present Present Present Present (7:50 pm) Present Staff Present: City Administrator Childs, City Attorney Shields, City Recorder Tennant 0010 Administrator Childs stated that this workshop had been called to review (1) the methodology of the management/non-union compensation study, (2) receive a status report on the performance evaluation form, and (3) to discuss the Budget Committee's recommendation to limit the appropriations for management/non-union salaries. In regards to the development of new performance evaluation forms which will be used in conjunction with the merit salary range, a general meeting with the executive management staff and consultants was held in early spring. Staff input has been evaluated by the consultants and the next step is for the consultants to interview each staff member in order to determine performance standards for each job. Even though we are ready to proceed with this process, he has elected to put this project on hold pending the outcome of this meeting. He briefly reviewed the study completed by our consultants which provided for a full compensation study (wages and benefits). The consultants also recommended the placement of positions within grade levels based on both internal and external comparisons. The consultants interviewed each manager and non-union employee to obtain accurate job information before they proceeded with re-writing our job classifications and obtaining salary data from a pre-determined list of comparator cities and/or agencies. Following a Council workshop with the consultants, it was decided to implement a competency/merit salary structure which provides for an entry range, 3 steps, and a merit range. It was determined that market average of the positions was at Step C of the salary structure since merit pay should be above market since work performed exceeded expectations and is a reward for exceptional work. The entry range was created in order to give some flexibility in hiring an individual who has previous Page 1 - Council Workshop Meeting Minutes, June 2, 1997 T .....'.... 11 .--.- '-, COUNCIL WORKSHOP MEETING MINUTES June 2, 1997 TAPE READING experience and circumstances warrant a salary at an amount higher than the base entry level. In order to move to Step A, it takes 1 year to 18 months depending on whether or not the employee starts at the beginning salary level or with an amount that is within the range other than the beginning salary level. In November 1996, the Council adopted a Resolution that implemented the new salary structure, authorized the wage adjustments, and provided rules to be followed in implementing the new plan. He reminded the Council that some positions within the City did not have comparable matches with other cities/agencies, therefore, the consultants placed these positions into grade levels based on internal job comparisons. 0433 Councilor Figley commented on the grid structure and her perception of what had occurred as a result of the study. In general, reasonable comparables were used to determine market averages and, as she had anticipated, about one-half of the employees within the study had minimal, if any, changes while the other half of the employees were definitely underpaid. The issues at hand are 1) implementing the merit wages and 2) how to take care of those employees who were underpaid as per the study results. Administrator Childs referred to his memo November 7, 1996 which outlined recommended policy decisions regarding the implementation of the study. He stated that the Consultants had assigned the grade levels for each position. He reviewed the individual placement of positions within a specific grade level based on length of service with the City. He stated that 3 positions received no change in salary since their salary was already in the merit range or their salary was already in the entry level range where it should be due to tenure in the position. There was also a Police Sergeant position that did not receive a change in base pay, however, he will be eligible for a step increase on July I, 1997. In this case, he had originally been placed at the top of the old scale since internal compression between Sergeant pay and top patrol officer pay was so close that it was necessary to place him at the top step in order to give him at least a 5% pay differential between the two positions. As outlined in the memo, the approximate cost to implement the proposed schedule (includes all departments) was $6,400 per month which included salary and related benefit expenses. At the workshop with the Consultant, it was brought out that about half of the employees within the study would need 5 % or more salary increase in order to bring them up to the market level. Brief discussion was held regarding the summary of 1996-97 Personnel Services costs (adopted and estimated expenditure) in the first part of the budget document since concern was expressed in why different classifications within the same pay grade at the same step level were not shown as having the same base pay. Staff stated that it would take one full budget year with those individuals getting the same base pay before it would show the same amount of annual base pay since the current pay adjustments were implemented mid-year. Page 2 - Council Workshop Meeting Minutes, June 2, 1997 r -... ..,,~- ~--,-_....,.--~----. -. ._"- -- .~~,.__.--_.,._'.._._.._..,---,._--_."~._~---_._." 11 I - ..., COUNCIL WORKSHOP MEETING MINUTES June 2, 1997 TAPE READING Councilors Pugh and Sifuentez expressed their views on the implementation of the study since they feel that the implementation should have been taken place over 2 or 3 years. Administrator Childs stated that the 1997-98 budget allowed for a 3% COLA adjustment and did not provide for the ability of employees to move into the Merit range. However, if no COLA adjustment is provided for by the Council, there would be flexibility within the budget to give some merit increase to those employees who are eligible and deserving of a merit increase. He also expressed his concern regarding the potential of not granting eligible employees a 5 % step increase during the year even though they may have received an adjustment in November. Further discussion was held regarding the Budget Committee's recommendation to place a cap (4 %) on personnel base salary expenses for 1997-98. Several Councilors felt that the cap should be implemented, however, the Council will still need to address the question of how to deal with this situation in future years. It was suggested that positions that received increases in excess of the Budget Committee's recommendation receive the same base pay during the 1997-98 budget year. Administrator Childs suggested that, in order to try and honor the Budget Committee's motion, the Council give a reduced COLA or defer the ability to move into the merit system. In any event, he urged the Council to stay consistent with the whole schedule. Councilor Figley stated that merit pay requires more sophistication in order to implement, and at this time, we still do not have a new performance evaluation program in place. She also expressed her concern about holding salaries at the same level since a majority of the non-union/management employees have been with the City many years which is why they were placed at Step C on the new schedule. She reiterated that the study was to analyze internal job relationships to insure equal pay for job performed. She feels that two things that should be looked at and/or decided upon: 1) the ratios and relationships amongst the salaries has some validity and if COLA is given, it needs to be done across the board otherwise it interferes with the relationships, and 2) defer anyone going into the merit range for at least another year which would give the City time to implement this aspect of the study. Councilor Jennings and Pugh stated that they did not object to the results of the study, however, they did object to the speed in which the implementation took place. Councilor Jennings expressed his opinion that the Council needs to look at ways of making adjustments beginning in 1998-99 to bring those employees within the same grade/step level be paid the same base salary. Councilor Pugh expressed his opinion that the Council is losing a basic message from the taxpayers in that Ballot measures 47/50 were passed to limit property taxation and it is irresponsible for the Council to grant large pay increases in light of reducing programs and lay-off of personneL Page 3 - Council Workshop Meeting Minutes, June 2, 1997 r . _. _,,"H'" '_"_~""'~"__".__"'."...__..___..,..,.._.,.,"._. '11 I --.. ""1 COUNCIL WORKSHOP MEETING MINUTES June 2, 1997 TAPE READING Further discussion was held on how the City may want to implement future adjustments in order to bring all of the affected (management and non-union) employees under the schedule at specific step levels. They looked at options as to how to deal with the 1997- 98 salaries for those employees who exceeded the 4% over the 1996-97 budgeted amount. It was the opinion of several Councilors that no one should lose their current base salary amount, however, no adjustments should be made (COLA or steps) if it exceeded the Budget Committee motion. Administrator Childs reminded the Committee that the budget does provide for a 3 % COLA which would maintain the balance between management/non-union employees and the AFSCME employees who, by contract, are scheduled for a 3% COLA effective July 1, 1997. In regards to the Woodburn Police Association, their contract expires on June 30, 1997 and it is unknown at this time what COLA amount, if any, would be agreed upon by the parties or, if applicable, awarded by an arbitrator. Further discussion was held regarding COLA adjustment to the matrix in order to keep the salary schedule increasing by an amount similar to the COLA adjustment given to union employees. Tape 2 In summary, a majority of the Councilors agreed that, for fiscal year 1997-98, the following policy be followed: (a) the salary/merit schedule be increased by a 3% COLA; (b) base salary for individual positions that exceeded the 4% 1996-97 budgeted amount remain status quo for 1997-98 resulting in these positions not being a specific step level; (c) merit range increases would be delayed until 1997-98; and (d) step increases would not be given if the total increase exceeded the 4 % limit. It was the consensus of several Councilors that this issue should be looked at more closely prior to the preparation of the next budget so that a plan can be established as to how future adjustments can be implemented including the merit range increases. 0437 ADJOURNMENT. The workshop was adjourned at 8:58 p.m.. ATTEST fY/~ l~-J- Mary T nt, Recorder City of Woodburn, Oregon APr1.JVED ;?.... ~~~ ~Ot NANCY A. KI Y, MAY Page 4 - Council Workshop Meeting Minutes, June 2, 1997 "T'"-" m .~~.,..__.^ ..........., _~_~h ~ . --,- '.... SPECIAL COUNCIL MEETING MINUTES June 2, 1997 TAPE READING 0450 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN. COUNTY OF MARION, STATE OF OREGON, JUNE 2. 1997. CONVENED. with Mayor to discuss The Council met in special session at 9:00 p.m. Kirksey presiding. The purpose of the meeting was the interim management of the Parks Department. ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Kirksey Chadwick Figley Hagenauer Jennings Pugh Sifuentez Present Present Present Present Present Present Present Staff Present: City Administrator Childs, City Recorder Tennant 0474 INTERIM MANAGEMENT OF PARKS AND RECREATION PROGRAM. Councilor Jennings stated that he had received several calls from local residents suggesting that the City Administrator assume the role of Parks & Recreation Director rather than hiring an interim manager. However, he also stated that he would not object to the hiring of an individual on a temporary basis to do administrative work under the direction of the City Administrator. Mayor stated that she had called this meeting since she knew there was concern on the part of the Council as to how management of the Department would handled during the interim. She stated that she had previously spoken to some of the Councilors who expressed an interest in having the City Administrator assume the role of Park & Recreation Director during the interim, however, the Administrator wished to have the Councilors express their views on this issue. Councilor Figley stated that her thoughts on this subject are similar to Councilor Jennings' comments. However, she does have a strong objection in that anyone now a supervisor in that department should be officially appointed as interim director. She feels that the Administrator could be assigned the extra duties. An alternative would be to bring a temporary whose background is personnel rather than parks to (1) oversee the administration of the department, (2) look at some political and personality issues that do exist in the department, and (3) work on an upgraded job description. Page 1 - Special Council Meeting Minutes, June 2, 1997 T^ , "- ~..... .~....- .".. . --<".~~..-.. --....-........-..--- --".. -"..-<-- .,- ~ . ~'-'- TAPE READING 0770 ..." SPECIAL COUNCIL MEETING MINUTES June 2, 1997 Councilor Pugh expressed his opinion that the position remain vacant for the full budget year and the Administrator assume the role of Park and Recreation Director in addition to his regular duties. During the fiscal year, the Administrator would have ample time to prepare an organizational study for the following fiscal year. He also stated that he did not want an employee within the department to assume an interim appointment nor did agree with the hiring of an outsider to fill a temporary position. Councilor Sifuentez stated she did not want to hire a temporary employee and that she would support the Administrator as an interim Director for as long as he could do it whether it be 2 or 3 months. Councilor Chadwick expressed her opinion that it would probably be best if the Administrator is appointed as interim Director until a new person is appointed. Councilor Hagenauer agreed that the Administrator would be a good choice to take on the interim Director position and he objected to appointing any supervisor within the Park and Recreation program as interim Director. Mayor Kirksey stated that another alternative may be the appointment of an individual on the Park Board who would be willing to work on a temporary, part-time basis as an interim Director. Councilor Jennings suggested that some of the goals in Parks may need to be slowed down, with the exception of Centennial Park, until such time as a permanent Director is hired. Administrator Childs stated that, in summary, the majority of the Council favored his assumption of the role as Park & Recreation Director for the interim period. He stated that the hiring process will take approximately 3 months from the commencement of the advertising period to the hiring of an individual. He felt that starting the process now will still give the Council an opportunity to review the existing job description and make necessary changes before the interview process begins. During the interim period, certain projects will be placed on hold while others, such as the Parks Master Plan and Centennial Park project will continue to progress as planned. Other responsibilities that will be necessary during this period is general oversight of the department, personnel management, development of a marketing plan for the aquatic center, need to hire a part-time individual to schedule rental of the Community Center, and closeout of the FEMA grant for the pool. He stated that he would do his best to fill this Page 2 - Special Council Meeting Minutes, June 2, 1997 r " 1 -~ TAPE READING 1135 1300 """ SPECIAL COUNCIL MEETING MINUTES June 2, 1997 position even though it will take time from all of his other duties. He reiterated that he did not want his primary function jeopardized in any manner nor did he want to not be able to give the Park & Recreation department the full degree of attention that it deserves. He recommended that the Council seriously consider an executive level temporary service which deals primarily with local government who could provide us with an individual to help with the administrative work of the department. This is the same agency that Mt. Angel is using during while they are recruiting for a new City Administrator. Councilor Pugh expressed his opinion that direct involvement by Administrator Childs at this time will give him a better insight on how the department should be organized and/or restructured before the hiring process begins. Councilor Sifuentez stated that managers are taking on more responsibilities and they are learning first hand what the department's needs are in the overall picture. She feels that knowing the administrative aspects of Parks and Recreation will enhance the City Administrator's overall knowledge of city operations. Councilor Jennings and Figley suggested that a Centennial Park Task Force be appointed to work towards completion of this project. Mayor Kirksey suggested that the Administrator delegate some of the administrative work to other management employees. As an example, the Finance Director be could be assigned the FEMA grant closeout since he has an expertise in financial reports. JENNINGS/SIFUENTEZ... recommend to the City Administrator that he fill the position of Park & Recreation Director until a new Director is found. Councilor Pugh stated that he wants to wait one year before it is filled in order to give the Administrator sufficient time to present a good organizational structure based on his knowledge of the programs. Councilors Figley and Jennings that some delay can be expected but not for a specific period of time. The vote on motion was 5-1 with Councilor Pugh For the record, Councilor Pugh stated that his against the motion but for the fact that there constraint. voting nay. no vote was was no time not JENNINGS/PUGH.... Mayor ask two members of the Council and 2 members of the Park Board to serve with the City Administrator on a screening committee for a candidate for replacement. Mayor Kirksey stated that Woodburn Together has contacted her requesting that they have a representative on the screening Page 3 - Special Council Meeting Minutes, June 2, 1997 r 11 I -. TAPE READING 1585 1742 , '" SPECIAL COUNCIL MEETING MINUTES June 2, 1997 committee because of the impact our recreation programs have on children. Administrator Childs stated that he is sensitive to the situation and would like the latitude to pursue the recruitment process without designating specifically who would be on the committee. Councilor Jennings and Figley expressed their desire to insure that Council and Park Board is involved in the process so that there is a consensus as to who is ultimately hired. Dave Vancil, Woodburn Together, encouraged the Administrator and/or Council to appoint a member of their organization to the screening committee and/or be allowed to give input into the qualities of a Director since their group has a close working relationship with the Director and is very involved in the Parks & Recreation youth programs that are provided to the community. It was the consensus of the Council that the motion on the floor is a base in which to go by and the Administrator can add to the screening committee as he sees fit. The motion passed unanimously. JENNINGS/SIFUENTEZ.... recommend the appointment of a Task Force to work on Centennial Park which would include, as a minimum, Kathy Figley, Mel Schmidt, Randy Scott, and John Pitt. Councilor Jennings expressed his opinion that, with the appointment of the Task Force, this project will proceed rather than being delayed another construction season. Mel Schmidt stated that, as a new member on the Park Board, he does feel a little out of place on the Task Force but is willing to do what he can get this project going. Mayor Kirksey stated that she would talk to the individuals to see if they are willing to serve on the task force. The vote on the motion passed unanimously. Discussion was also held on establishing a timeline in which to hire a new Director. Councilor Jennings stated that Council should leave it up to the Administrator to come up with a plan based on Council discussion and recommendations made at this meeting, and let him exercise his leadership and authority to proceed with the recruitment process. Councilor Pugh reiterated his desire to see a good organizational plan in place before a new person is hired for the position. Administrator Childs stated that updating and/or revising an organizational plan should be one of the responsibilities of the new Director in order for them to put together a good program. Page 4 - Special Council Meeting Minutes, June 2, 1997 _.-..--_.....~...~-.--.._~_._" ""-. -- ~ ~ . -'It SPECIAL COUNCIL MEETING MINUTES June 2, 1997 TAPE READING 1932 Mayor Kirksey stated that she has had several Councilors and Budget Committee members suggest that the position should be combined to a Park Director/Pool Manager since this is the way of the future. Councilor Jennings suggested that the aquatics marketing plan work by an outside consultant be placed on hold until a new Director is hired since a new Director may be experienced in this area. David Vancil stated that there is about $3,500 leftover in Woodburn Together accounts that is dedicated to the pool and it has been suggested that the formation of a group, "Friends of the Woodburn Aquatic Center", could use the money as a operating fund. One of the projects delegated to this group could be the marketing of the pool once the evaluation is done by city staff. Mayor expressed her opinion that the Council knows what the criteria is for Park Director before it is advertised. Administrator Childs stated that he would try to prepare a staff report for the next meeting that might describe a means in which anyone interested in having some input on the criteria could convey the information to him. Mayor Kirksey stated that is necessary to have this process be open and have community input. 2039 ADJOURNMENT. JENNINGS/SIFUENTEZ.... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 9:48 p.m.. ATTEST ~CU-~ Mary'Te ant, Recorder City of Woodburn, Oregon ~' ~~O D ~ - ~~~ I KSEY, ~OR Page 5 - Special Council Meeting Minutes, June 2, 1997