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Minutes - 10/21/1996 Workshop 'I COUNCIL WORKSHOP MEETING MINUTES October 21, 1996 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, OCTOBER 21, 1996. 0003 CONVENED. The Council met in a workshop session at 7:19 p.m. with Mayor Kirksey presiding to review the Management/Non-Union Compensation study conducted by PC Northwest, Inc.. ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Kirksey Chadwick Figley Hagenauer Jennings Pugh Sifuentez Present Present Present Present Absent Absent Present (8:40 pm) Staff Present: City Administrator Childs, Public Works Director Tiwari, Water Supt. Schooler, Street Supt. Van Valkenberg, Wastewater Supt. Sinclair, City Recorder Tennant Also Present: PC Northwest Consultants Judy Clark (President) and Pam Harbeck 0025 Administrator Childs introduced the Consultants and summarized the scope of work detailed in the Request for Proposal and subsequently performed by the consultants. He stated that the study results do not include a recommendation on his salary but the consultants did make comments in their report on how other cities pay Administrators. 0111 Judy Clark thoroughly reviewed the scope of the work performed to obtain the final study results. She stated that the employees were extremely helpful and cooperative in providing the information necessary to formulate new job classifications and to match job duties with classifications in other jurisdictions for the purpose of obtaining accurate pay information. Phase I of this project involved the redrafting of 25 classification specifications. Phase II involved the salary/benefit survey from which they looked at internal/external comparables, geography, size, where the City recruits employees from and where the City loses employees to. The initial list of comparables identified 15 comparables of which 3 of those agencies elected not to participate in this study. Once those two phases were completed, they were able to review the overall picture and develop a proposed pay structure. In regards to the Administrator's salary, Ms. Clark stated that the amount is usually set Page 1 - Council Workshop Meeting Minutes, October 21, 1996 9- -~,--'^.._,,~-, ._,_.... . I , I I , COUNCIL WORKSHOP MEETING MINUTES October 21, 1996 TAPE READING by the governing body and it is not in a specific range or pay structure. Ms. Clark stated that they had used a weighted average of data obtained to develop the pay structure listing 16 pay ranges of which 3 pay ranges have no positions assigned at this time. An attaclunent to the report provided the list of positions along with the recommended pay range. It was noted that there were no matches to the RSVP Manager position, therefore, it was assigned to a pay grade based on internal comparables to other City positions. Overall, it was noted that the City is under market in base pay and approximately 50% of the positions should be considered for an increase in base pay of 5 % or more. In regards to benefits, Ms. Clark reviewed the results of the benefits survey which included certification pay for Police and Public Works, longevity pay, paid vacation/sick/holiday leave, insurance, retirement, deferred compensation, and life insurance. It was noted that the City is comparable to other jurisdictions in the area of benefits. Ms. Clark reviewed Phase III of the study which provided the following pay structure options: 1) Step System (6 steps, 5% between steps); 2) Minimum/Maximum Merit Pay structure (open range system); and 3) Competency/Merit structure (entry level, 3 steps, then merit range). She also discussed other compensation issues addressed in the study that relate specifically to the non-union secretarial positions, compression between Police Sergeant and Officer, and Police Sergeant and Police Lieutenant. 0983 Lengthy discussion was held on the Competency/Merit pay structure. Ms. Clark stated that this structure will help to differentiate between an employee doing a fine job versus an employee doing an excellent job. A more comprehensive performance evaluation system is necessary to keep the Competency/Merit structure fair and effective. Several Councilors expressed their desire to implement a Competency/Merit structure to insure that employees are being paid based on their job performance rather than solely on longevity. Mayor Kirksey stated that, even if Ballot Measure 47 does pass, there is still a need to compensate employees fairly in order to not lose those employees who will be asked to do more with less staff members. Several Councilors agreed with the comment made by Mayor Kirksey. Brief discussion was also held on the current compensation policy which requires Council approval of pay increases for Executive Management employees. It was the consensus of the Councilors present that having a Competency/Merit structure would eliminate the need for their approval on specific pay each time an Executive Management staff member is eligible for an increase. As stated previously, the City Administrator would not be on this pay structure, therefore, the Council would still annually review and set the salary for the Administrator. Page 2 - Council Workshop Meeting Minutes, October 21, 1996 ___ .._...,_....'.m...'_ "_"_'__~"'_"___'_'_~~""__'__'__"__'______.'_' . I TAPE READING 2005 Tape 2 0447 0475 -.1 COUNCIL WORKSHOP MEETING MINUTES October 21, 1996 The documentation outlining the results of the study were distributed to the Council. A lengthy discussion continued on the information contained in the report relating to the internal hierarchy of positions, splitting of the Recreation Coordinator position into two positions (Recreation Coord. 1 and Recreation Coord. II), methodology to determine minimum/maximum range level, the Competency/Merit pay structure, and implementation of a new pay structure. Administrator Childs stated that any changes the Council would like to make can be accomplished within the current budgeL It was the consensus of the Council to proceed with implementing a Competency/Merit pay structure, that the Administrator bring back a proposal on placement of individual salaries within the schedule, and to proceed with developing performance measurement standards for use with the new pay structure. The meeting concluded at approximately 9:00 p.m.. ~..~ ~ APPROVED / /~/C~;4 . 'A:!~ NANCY'A. KIRK Y, MAYOR / ATTEST rvIo.-u-rt; ~ Mary Te ant, Recorder City of Woodburn, Oregon Page 3 - Council Workshop Meeting Minutes, October 21, 1996 - .