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Home My WebLink About2015-12-02 PACKET 04.J. REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # DATE 12/2/2015 . . PREPARED BY: Administration Joe Fischbach ORIGINATING DEPARTMENT STAFF AUTHOR � � * * * * * * * * * * * * * * � * * * * * * * * * * * * * * � � * * * * * * * * * * * * � � * COUNCIL ACTION REQUEST: Consider adopting a Resolution approving changes 2016 Non-Represented Pay Plan. Consider approving changes to the organizational structure by combining the Community Development and Economic Development departments. STAFF RECOMMENDATION: Adopt the Resolution approving the changes to the 2015 Non-Represented Pay Plan. Approve changes to the organizational structure by combining the Community Development and Economic Development departments. BUDGET IMPLICATION: $ $ BUDGETED AMOUNT ACTUAL AMOUNT FUNDING SOURCE ADVISORY COMMISSION ACTION: DATE REVIEWED APPROVED DENIED ❑ PLANNING ❑ ❑ ❑ ❑ PUBLIC SAFETY ❑ ❑ ❑ ❑ PUBLIC WORKS ❑ ❑ ❑ ❑ PARKS AND RECREATION ❑ ❑ ❑ ❑ HUMAN SERVICES/RIGHTS ❑ ❑ ❑ ❑ ECONOMIC DEV. AUTHORITY ❑ ❑ ❑ ❑ ❑ ❑ ❑ SUPPORTING DOCUMENTS: � MEMO/LETTER: Memo from Joe Fischbach dated 11/25/2015 � RESOLUTION: Non-Represented Pay Plan Resolution 15-xxx ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: � OTHER: Organizational Charts ADMINISTRATORS COMMENTS: � � �� %�� /�-��'-�� '� y dministrator Date COUNCIL ACTION TAKEN: ❑ APPROVED ❑ DENIED ❑ OTHER C ity of Cottage G rove � Memo TO: Honorable Mayor and City Council FROM: Joe Fischbach, Human Resources Manager DATE: November 25, 2015 RE: 2016 Pay Plan for Non-Represented Employees Background Each year the City Council approves a resolution adopting a pay plan and benefits for employees not covered by a labor contract. Attached is a resolution adopting a pay plan and benefits for 2016. Wages Staff is recommending a 2.75% cost-of-living adjustment (COLA) starting with the pay period including January 1, 2016. It has been the long term practice of the City to ensure that once a contract is settled for a given year for wages and benefits that all other contracts follow that same pattern, barring any significant external comparison deviations. What staff is proposing are the same COLA adjustments that the Sergeants, Police Officers, Firefighters and Public Works bargaining units will be receiving in 2016. Staff is recommending that two positions be reclassified. The two positions are Community Development Director/City Engineer and Economic Development Director. Staff is recommending that the Community Development and Economic Development departments be consolidated to the Community Development department. Please see further down in the memo for further information. The COLA will be an increase of about $97,300 over 2015 wages for this group of employees. This equates to about $1,800 annually per employee. Benefits The benefits structure for 2016 will remain unchanged. We have had the same structure since 2011. We experienced a 0% health insurance increase for 2016. Department Consolidation As stated above, staff is recommending that the Community Development and Economic Development departments be consolidated to the Community Development department. A majority of the efforts of both departments are geared toward the same end goal. Community Development Director/City Engineer Jennifer Levitt has been also serving as Economic Development Director since July of this year. She has been receiving a 10% pay increase for these additional duties. What staff is proposing is elevating the Community Development Director/City Engineer position to the same pay grade as the Public Works Director and slotting the Economic Development Director in the IVA pay grade. This is one grade below what it is currently at. This position would no longer be a department head and instead report directly to the Community Development Director/City Engineer. I have attached the organizational charts for a visual on how the new department would look. If approved, these reclassifications would save the City about $7,900 as compared to rehiring an Economic Development Director at grade III and removing Jennifer's 10% pay increase. That said, staff believes the organizational efficiencies gained by the consolidation are even greater than the salary savings. Action Requested Consider approving the Resolution adopting a 2016 Pay Plan and Benefits for employees not covered by a labor contract for the City of Cottage Grove. Additionally, consider approving the consolidation of the Community Development and Economic Development departments. RESOLUTION NO. 2015-xxx RESOLUTION ADOPTING 2016 PAY PLAN AND BENEFITS FOR EMPLOYEES NOT COVERED BY A LABOR CONTRACT FOR THE CITY OF COTTAGE GROVE See Last Page for Amendment Notations ARTICLE I. PAY SCHEDULE Section 1. Attachment A setting forth nineteen grades and eight steps is hereby adopted as the City's pay schedule for non-represented employees for the pay period including January 1, 2016. A two and one-half percent (2.75%) cost-of- living adjustment (COLA) has been made to 2015 salaries. These adjustments cover all non-represented regular, full and part-time employees who are not subject to a bargaining contract for 2016, as defined by the City Council through the Non-Represented Pay Plan. Section 2. The positions covered by this resolution are hereby classified into grades as follows on the pay schedule shown in Attachment A. Section 3. For those employees appointed to full-time regular status, normal progression through the pay steps, as set forth in Attachments A will be as follows: Beginning - Step A 6 Months - Step B 1 Year - Step C 2 Years - Step D 3 Years - Step E 4 Years - Step F 5 Years - Step G 14 Years - Step H Only employees hired before 1/1/2012 in the following positions will be eligible for Step H; Payroll Specialist, Accounting Specialist and Secretary. Be it provided, however, that based on other job-relevant factors (including but not limited to recruitment needs, market comparability, pay equity considerations, and perFormance), the City Administrator may recommend the placement of an employee at a step other than that indicated by the above usual schedule. Be it further provided that the City Administrator is authorized to recognize and reward meritorious performance by increasing an employee's compensation one additional step on any anniversary adjustment. However, such extraordinary increases shall not be extended more than two times during the initial five years of employment. 2016 Pay Plan Page 2 In addition, the City Administrator is authorized to defer step pay increases and/or annual pay adjustments based on poor perFormance. An employee's perFormance must be recognized as satisfactory in order to be eligible for pay increases. ARTICLE II. HOURS Section 1. The average work month for employees for the purpose of computing vacation, sick leave and fraction of a month's work shall be one hundred seventy-three (173) hours. ARTICLE III. OVERTIME Section 1. The positions of Fire Chief, Police Captain and Deputy Fire Chief shall be paid overtime under the following conditions: A. Those employees assigned are called to work on any holiday as listed in the Personnel Policy. B. Those employees called to testify in a court of law on their regularly assigned days off. C. Those employees assigned to work outside employment. Section 2. The positions of Office Assistant I, Office Assistant II, Property Room Technician, Transcriptionist, Secretary, Accounting Specialist, Payroll Specialist, Investigative Aid, Administrative Secretary, Building Inspector, Code Enforcement Officer, MIS Technician, Economic Development Assistant and Records Coordinator shall be eligible for payment of overtime. Section 3. Overtime shall be paid at the rate of one and one-half times the employee's regular hourly rate. Section 4. No overtime shall be paid to any of the other employees listed in this resolution. However, such employees may earn and use compensatory time as provided in Section 15 of the Personnel Policy. ARTICLE IV. POLICY Section 1. The Public Safety Director, Fire Chief, Police Captains, and Deputy Fire Chief shall be provided uniforms, subject to the approval of the City Administrator or designee. Section 2. The EMPLOYER shall pay a maximum contribution per month per employee. The contribution may be used toward the premium for group medical coverage. Contribution amounts available but not used for medical coverage can 2016 Pay Plan Page 3 be used for dental insurance for the employee and the employee's dependents, and toward the premium for additional life insurance, long-term disability coverage, or additional benefits allowed under the City's flexible benefits plan. Effective August 29, 2002, all new employees who work an average of thirty one (31) hours per week or more must enroll in a minimum of single medical coverage. Effective 1/1/2005 for current employees not waiving coverage, he/she cannot waive coverage in the future. Further, effective 1/1/2005, if the employee currently waives coverage and chooses to purchase coverage he/she cannot later choose to waive coverage. The employer contribution for 2016 will be as follows: HSA Plan Single- 100% of premium Single + One- 70% of premium Single + Children- 70% of premium Family- 70% of premium HSA Elect Plan Single- 100% of premium Single + One- 70% of premium Single + Children- 70% of premium Family- 70% of premium Both plans have a, $4,500- single and $9,000- all others, deductible. However, the employee will be responsible for, $2,500- single and $5,000- all others, of the deductible amount. The remainder will be covered by the employer through a HRA. Of the $2,500/$5,000 amount the employer will contribute $1,000/$2,000 in to the employee's HSA, on a matching basis. The employer contribution amount is provided on a matching basis of 2 (two) employer dollars for every 1 (one) dollar contributed by the employee, up to the annual employer maximum. The employer HSA contributions will be made in four equal payments, the first pay dates in January, April, July and October. Both plans will have an imbedded deductible. There is an 80/20 payment arrangement once the deductible is met, whereby the insurance company pays 80 percent and the employee/employer pay the other 20 percent, up to an out of pocket maximum. The out of pocket maximums are, $5,800- single and $11,600- all others. If the employee/employer experience out of pocket costs, the employer will cover the first $850- single and $1,700- all others. The employee is then responsible for $450- single and $900- all others. Employees currently receiving waiver compensation will continue to receive waiver compensation. It will be $225/month for full-time employees and $112.50/month for regular part-time benefit eligible employees. Employees who 2016 Pay Plan Page 4 waive but do not receive waiver compensation may still waive but will not receive any waiver compensation. All new employees must enroll in a minimum of single medical coverage. If an employee receiving waiver compensation elects City insurance and then waives again in the future, they will not be eligible for the waiver compensation. Section 3. The City shall pay the premium for group life insurance for all permanent full-time employees; insurance to equal $1,000 coverage per $1,000 of annual base salary. Section 4. The Public Safety Director, Public Works Director and Community Development Director/City Engineer shall be issued City vehicles or allowed a monthly car allowance as determined by the City Administrator and subject to the rules established in the City's Travel, Training, and Education Policy. Section 5. Pensioned or pension-eligible former employees (including those who were members of bargaining units during their employment) of the City may continue participation in the City's group hospitalization, health, dental and life insurance programs for themselves and their dependents, provided that such former employee will be required to pay the full premium for such insurance coverage by the first day of each month that coverage is desired. Insured dependents may continue coverage upon death of the former employee. The availability of such coverage to former employees and their dependents shall be consistent with applicable State law and subject to whatever restrictions or limitations may be placed on the coverage by the City's insurance carrier. The City's policy somewhat exceeds minimum requirements of State law. The City Administrator shall annually review the effect of the participation of former employees and their dependents on the City's insurance program, and to the extent not inconsistent with State law, the City Council retains the right to terminate participation and/or otherwise modify the program when it is determined to be in the best interest of the City and/or its current employees. Section 6. All other conditions of employment shall be those as adopted by the Personnel Policy, and not in conflict with the foregoing articles. ARTICLE V. REPEAL Section 1. This resolution supercedes and replaces all previous resolutions relating to the pay plan for non-represented employee (including, but not limited to, Resolutions 00-38, 01-084, 01-176, 02-008, 02-132, 02-235, 03-163, 04-214, 04-219, 05-009, 06-096, 06-252, 07-204, 08-201, 09-159, 09-191, 10-181, 12- 053, 12-087, 13-003 and 13-134, 14-116, 15-049). ARTICLE VL REVIEW 2016 Pay Plan Page 5 The City Administrator shall periodically review this Pay Plan, and shall recommend to the City Council any required adjustments. ARTICLE VII. IMPLEMENTATION PROCESS Section 1. This resolution adopting a 2015 pay plan and benefits for employees not covered by a labor contract, when adopted, shall be updated as necessary. ARTICLE VIII. EFFECTIVE DATE Section 1. This resolution shall become effective December 28, 2015, and shall remain in effect until amended by the City Council. , AMENDMENTS This 2016 Pay Plan was adopted by City Council Resolution No. 15-xxx on 12/2/2015. The resolutions amending the pay plan are listed below, and these amendments have been incorporated into the pay plan. Amendments: 1. Resolution No. 05-212 (Adopt 2006 Pay Plan). Adopted 12/21/05. Effective 1/1/06. 2. Resolution No. 06-018 (Drop Grade III Car Allowance; Reclassify City Engineer, Community Development Director, Chief Building Official, Financial Analyst, MIS Coordinator, MIS Technician, GIS Technician). Resolution adopted 2/1/06. Effective 1/1/06. 3. Resolution No. 06-080 (Reclassify EMS Coordinator). Resolution adopted 5/3/06. Effective 5/3/06. 4. Resolution No. 06-096 (Add Support Services Supervisor and Records Coordinator Positions). Resolution Adopted 5/17/06. Effective 5/17/06. 5. Resolution No. 06-252 Adopting 2007 Pay Plan and Benefits for employees not covered by a labor contract for the City of Cottage Grove. Resolution Adopted 12/20/2006. Effective 1/1/2007. 6. Resolution No. 07-204 Adopting 2008 Pay Plan and Benefits for employees not covered by a labor contract for the City of Cottage Grove. 7. Resolution No. 08-201 Adopting 2009 Pay Plan and Benefits for employees not covered by a labor contract for the City of Cottage Grove. 8. Resolution No. 09-159 Adopting 2010 Pay Plan and Benefits for employees not covered by a labor contract for the City of Cottage Grove. 9. Resolution No. 09-191 Adopting a resolution changing job titles in Grade VII of the 2010 Non-represented Pay and Benefits Plan. 10. Resolution No. 10-181 Adopting 2011 Pay Plan and Benefits for employees not covered by a labor contract for the City of Cottage Grove. 11. Resolution No. 12-053 Adopting 2012 Pay Plan and Benefits for employees not covered by a labor contract for the City of Cottage Grove. 12. Resolution No. 12-087 Adopting 2012-2013 Pay Plan and Benefits for 2016 Pay Plan Page 6 employees not covered by a labor contract for the City of Cottage Grove. 13. Resolution No. 13-003 Adopting 2013 Pay Plan and Benefits, with reclassifications, for employees not covered by a labor contract for the City of Cottage Grove. 14. Resolution No. 13-134 Adopting 2014 Pay Plan and Benefits for employees not covered by a labor contract for the City of Cottage Grove. 15. Resolution No. 14-116 Adopting 2015 Pay Plan and Benefits, with reclassifications, for employees not covered by a labor contract for the City of Cottage Grove. 15. Resolution No. 15-049 Adopting 2015 Pay Plan and Benefits, with reclassifications, for employees not covered by a labor contract for the City of Cottage Grove. 16. Resolution No. 15-xxx Adopting 2016 Pay Plan and Benefits, with reclassifications, for employees not covered by a labor contract for the City of Cottage Grove. Passed this 2nd day of December 2015. Myron Bailey, Mayor Attest: Joe Fischbach, City Clerk ATTACHMENT A Proposed 2016 Pay Plan-as amended 80% 83.8% 86.7% 89.6% 92.4% 96.2% 100.0% FLSA Status GRADE A B C D E F G H Finance Director Exempt IA 103,370 108,280 112,027 115,774 119,392 124,302 129,212 Public Safety Director Exempt I 100,319 105,084 108,721 112,358 115,869 120,634 125,399 Public Works Director Exempt II 95,769 100,318 103,789 107,261 110,613 115,162 119,711 Communitv Development Director/Citv Enqineer Police Captain Exempt III 88,449 92,650 95,856 99,063 102,158 106,360 110,561 Fire Chief Exempt Parks and Recreation Director Exempt Exempt �"„�.��,^�,�� Exempt Public Works Supervisor Exempt IVA 74,786 78,339 81,050 83,761 86,378 89,931 93,483 Chief Building Official Exempt Assistant Finance Director Exempt Economic Development Director Exempt Senior Planner Exempt V 67,626 70,839 73,290 75,742 78,108 81,321 84,533 Golf Manager Exempt F Exempt Deputy Fire Chief-C°��",-„��o a;�; Exempt VI 65,827 68,954 71,340 73,726 76,030 79,157 82,284 GolfSuperintendent Exempt VIA 61,926 64,868 67,113 69,358 71,525 74,466 77,408 Building Inspector Non-ExemptVll 56,880 59,582 61,644 63,706 65,696 68,398 71,100 Project Engineer Exempt Management Analyst Exempt MIS Coordinator Exempt Support Services Supervisor Exempt Accountant Exempt Communications Coordinator Exempt Ice Arena Manager Exempt Recreation Supervisor Exempt Deputy City Clerk Exempt Assistant Golf Superintendent Exempt VIII 49,035 51,364 53,142 54,919 56,636 58,965 61,294 Assistant Golf Manager/Food and Beverage Exempt Management Assistant Exempt MIS Technician Non-Exempt Code Enforcement O�cer Non-Exempt Payroll Specialist Non-Exempi VIIIB 46,723 48,943 50,636 52,330 53,965 56,185 58,404 58,992 Records Coordinator Non-Exempl VIIIA 46,176 48,369 50,043 51,717 53,333 55,527 57,720 Economic Development Assistant Non-Exempt AccountingSpecialist Non-ExempiVIIIC 45,710 47,881 49,538 51,195 52,795 54,966 57,137 57,701 Administrative Secretary Non-Exempl IX 43,869 45,953 47,543 49,133 50,668 52,752 54,836 Investigative Aid Non-Exempt Secretary Non-Exempt IXA 42,062 44,060 45,584 47,109 48,581 50,579 52,577 53,140 Customer Service Representative Transcriptionist Non-Exempi IXB 40,464 42,386 43,853 45,320 46,736 48,658 50,580 Assistant Food and Beverage Manager Exempt X 40,450 42,371 43,837 45,304 46,719 48,641 50,562 Recreation Assistant Exempt Assistant Ice Arena Manager Exempt Property Room Technician Non-ExempiXl 27,959 29,287 30,301 31,314 32,293 33,621 34,949 Office Assistant II Non-Exempt Office Assistant I Non-Exempi XII 21,434 22,453 23,230 24,007 24,757 25,775 26,793 • � . • ' • ' � • � . • � Cottage Grove Citizens � I _ � � � � � City Council Advisory Commissions City Administrator City Attorney Community Development ' Community Development Director/City Engineer(1) Economic Chief Building Secretary- Project Engineer Development Senior Planner(2) O�cial(1) Planning(1) Director(1) Economic Building Inspector Development (2) Specialist(1) Code Enforcement Officer(1) Secretary-Building Inspections(1) Public Service Worker-Facilities Maintenance(1) Updated 11l2015 • • . • ' • ' . � • � . • � Cottage Grove j Citizens ; ,I ; � . 1 City Council Advisory Commissions City Administrator City Attorney Community;; Administration Finance Public Safeiy; Parks and ' Public Works` Development Recreation Economic City Clerk/ Development Elections Accounting Patrol Parks Streets Human Enterprise FleetlBuilding Planning Resources Billing Investigations Recreation Maintenance Community Building/Code Public Safety Programs! Payroll Ice Arena Utilities Inspections Communications Programs Historic River Oaks Golf M�S nimal&Code Forestry/ Preservation Course Enforcement Horticulture Fire& Engineering Emergency Management EMS/Medical Services Fire Inspections , Updated 11/2015