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HomeMy WebLinkAbout07 10 2017 Compensation Plan Update ReportPhone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com 4646 Dakota Street SE Prior Lake, MN 55372 CITY COUNCIL WORK SESSION REPORT MEETING DATE: JULY 10, 2017 AGENDA #: PREPARED BY: PRESENTED BY: AGENDA ITEM: 1B LORI OLSON, ASSISTANT CITY MANAGER LORI OLSON, ASSISTANT CITY MANAGER COMPENSATION STUDY INTRODUCTION: In February 2017, the City Council approved a staff request to enter into a $28,000 contract with Keystone for a comprehensive analysis of the city’s compensation program. As background, city staff recommended retaining an external expert to conduct the analysis of the city’s compensation program because staff did not have the expertise nor the capacity to conduct such a study. In addition, an external expert ensured neutrality by using a well-established methodology which would be perceived as unbiased by staff. The goal of this study was evaluating the City’s existing job classification system, hierarchy, and master salary plan to ensure a proper pay structure for consistency with the market. The purpose of this agenda item is to review with the Council the findings from the study in anticipation of submitting a formal request to the City Council for approval. Since the study is rather comprehensive we thought it best to outline the many elements for tonight’s discussion. TOPICS: I.Background A.Rational for the study: •Last study done in 2007 •Positions had not been evaluated for grade/pay range since that time •Upcoming labor negotiations will require this data •New employees consistently starting higher than entry level •21% workforce retired or resigned in last two years •Extremely tight job market and few qualified applicants applying for open city positions B.The goal of the study: •Evaluate the City’s existing job classification system •Create a process for pointing newly established positions and assessing job reclassification requests •Develop a system city staff can administer themselves •Recruit and retain valued employees in a challenging market 2 • Ensure compliance with State pay equity requirements II. Deliverables A. Key deliverables of the Keystone proposal include: • Evaluate all city jobs using the Keystone Job Leveling System • Conduct a statistical analysis of the current pay program • Conduct market pricing research and prepare comparisons with the market • Prepare budget impact analysis for proposed salary ranges • Develop final recommendations in a report • Presentations and meetings with city leadership and elected officials as necessary III. Process A. Employees reviewed their own job descriptions to identify job requirements and work responsibilities B. Supervisors reviewed employee changes to corroborate C. Consultant interviewed employees on each job description D. Job descriptions revised E. Supervisors and employees confirmed accuracy of updated job descriptions F. Management approved changes (see attachment for sample new job description template) G. Positions evaluated by consultant and assigned a grade based on job points H. Wages were benchmarked against 17 cities of similar size I. Department heads reviewed proposed grades and department hierarchies J. Developed new pay scale based on comparable and internal equity IV. Findings and Cost: A. See attachment for organizational hierarchy B. Approximately $22,000 to implement non-union position adjustments in 2017 C. Cost of implementing union position recommendations dependent upon contract negotiations V. City Manager Recommendations A. Approve classification plan, including organizational hierarchy B. Implement new grade scale for exempt positions fourth quarter 2017 C. For union positions, utilize data from study together with benefits analysis for contract negotiations 3 VI. Implementation Steps A. City Manager and Assistant City Manager met with Bylaws Working Group on June 30 B. Council Work Session on July 10 C. City Council Approval in July or August D. Staff communication and roll out E. Train HR and Admin staff on how to utilize job leveling system moving forward F. Labor agreement negotiations VII. Discussion Points At tonight’s work session, we seek feedback on the compensation plan recommendations, including. A. Is there other information the City Council needs? B. Do you concur with the city manager recommendations? C. Do you agree with next steps? Based upon tonight’s discussion, a final report and recommendations will be brought to the City Council for consideration. Attachments: Organizational Hierarchy Sample of New Job Description Proposed Organizational Hierarchy Proposed Grade Admin Finance Comm Dev Fire Police Public Works 260 City Manager* 250 240 Director Chief Director 230 220 Asst City Manager Director Chief Asst PW Director 210 Leiutenant City Engineer 200 190 Accounting Manager Bldg Official Superintendent 185 Sergeant 180 IT Coordinator Project Engineer Water Resource Engineer 175 Police Officer 170 Info Systems Coordinator Recreation Manager Comms Coordinator Building Inspector Planner Code Enforce Officer Foreman Engineering Tech 4 160 Executive Assistant Accountant Records Supervisor Engineering Tech 3 150 Accounting Specialist Maintenance Worker Water Operator Facilities Maintenance Mechanic PW Technician PW Asst 140 Rec Program Assistant 130 Utility Billing Clerk Dev Services Asst Records Clerk Dev Services Asst 120 Receptionist CSO *red equals exempt employee Job Description Job Title: Planner (Community Development) Job Grade: Department/Group: Community Development Exempt Status: Non-Exempt Reports To: Community Development Director Date Created: May 2017 JOB SUMMARY Position exists to complete tasks required of the community development department, process permits, facilitate land use application process, requests for information related to site inquiries, serve as the primary staff liaison to multiple city advisory committees and assist with EDA, City Council and Planning Commission reports. Performs work to administer and enforce regulations related to land use and zoning. Assists Department staff with the development and implementation of programs and services related to business retention and recruitment, business financing assistance, communications and marketing, research/studies related to economic development, new technology to support business growth, and redevelopment activities . PRIMARY JOB FUNCTIONS: • Coordinate the review and evaluation of applications for planning related permits and approvals by conducting research and analysis of development proposals, variances and appeals and other assigned projects based on appropriate files, plans, policies and ordinances. • Assist with administration of development plan approval requirements and applicable developer agreement provisions to ensure timely and accurate implementation by: o Monitoring status of developer compliance through review of documents and plans and site inspection. o Advising supervisor and appropriate divisions of the status of landscaping and tree replacements for current developments o Recommending to supervisor appropriate actions to ensure effective enforcement and disposition of requirements and agreements • Assist with the coordination of economic development tasks and activities by: o Responding to general inquiries and requests for information related to available development sites, land and buildings. o Explaining development requirements and coordinating the development review process. o Arranging for proper publication and distribution of legal notices through the media and by mail; provide work direction to department assistant to ensure notification procedures are efficient and timely. o Developing and maintaining a current database of industrial and commercial sites, vacant parcels, structures and other facilities available for business development in the City. o Presenting to Planning Commission, City Council, EDA/EDAC as assigned. • Assists Supervisor with facilitating EDA, EDAC, Planning Commission and City Council matters and attend meetings and represent Department. Facilitates agenda preparation, tracks follow up items, and may prepare meeting minutes. • Responds to public inquiries about City land use plans and regulations; and about application requirements and review procedures; by providing appropriate information or by directing inquiry to appropriate person or agency. • Assists in preparation of City ordinance and resolutions, including amendments to the ordinance, subdivision regulation and City land use plan. • Responsible for identifying City code violations and responding to citizen complaints and promptly and cooperatively working with residents and businesses to resolve code violations. • Reviews plans to ensure compliance with City ordinances and enforces codes for fences, sheds, pools and sign ordinance for compliance with zoning and other land use regulations. • Responsible for conditional use permit, planned unit development and other permit conditions of approval. Job Description Page 2 of 3 • Perform research and analysis related to Planning and zoning matters, economic development issues, and special projects, including calculate square footage and lot coverage. • Assist the Director in marketing Prior Lake to current and prospective businesses. • Staff City commissions, boards and intergovernmental committees as delegated by supervisor. • Serves as project coordinator on community and economic development studies/projects as directed. SECONDARY JOB FUNCTIONS: • Performs other duties as assigned and assumes other responsibilities as apparent. MINIMUM QUALIFICATIONS: Education and Experience: • Bachelor’s degree or equivalent progressive planning and zoning experience or economic development, public administration, urban planning or urban studies. • Three years’ experience in urban planning or economic development. Certificates/Licenses Required: • Valid Minnesota Driver’s license. INTERNAL/EXTERNAL CONTACTS: Supervisory/Managerial Responsibility: • Employee reports to and receives general direction from the Community Development Director. Internal/External Contacts: • Daily contact with all departmental staff. • Daily to weekly contact with Planning Commission, Advisory Committees, the public, local businesses and organizations, local counties, developers, and builders. KNOWLEDGE, SKILLS AND ABILITIES REQUIRED: • Thorough knowledge of municipal comprehensive planning, state laws and rules, and regional policies related to land use planning and regulations, economic development principles, and city comprehensive plan, zoning ordinance and subdivision codes. • Ability to analyze programs, numerical data, and regulations. • Ability to effectively communicate orally, in writing and graphically. • Knowledge of research techniques and appropriate resources available. • Ability accurately interpret code provisions and visually identify code violations. • Knowledge of City zoning, safety, nuisance, sign, fence, accessory structures and other codes related to land use. • Knowledge of due process requirements for publication and public notice requirements as prescribed by city code, county or state regulations. • Ability to organize, manage and track multiple projects, information, and deadlines. • Ability to read and analyze surveys, maps and other plan documents. • Understanding of permitting process and procedures for conditional use permits and planned unit devel opments. • Good customer service skills. • Ability to create and maintain effective working relationships with peers, the public and petitioners. • Public speaking experience and/or training. • Ability to develop and maintain effective working relationships. • Ability to organize multiple projects/deadlines. Available to attend morning and night meetings as assigned. • Working knowledge of City subdivision and zoning ordinances in order to explain requirements to general public accurately and assist with application procedures. Job Description Page 3 of 3 • Ability to conduct thorough research relative to planning and zoning matters. • Working knowledge of automated data processing systems, Geographic Information Systems, word processing, data bases, spreadsheets, and related software and hardware. • Ability to organize, manage and track multiple projects, information, and deadlines independently. WORK ENVIRONMENT: • Duties are performed in a standard office environment with onsite field project visits. PHYSICAL REQUIREMENTS NECESSARY TO PERFORM THIS JOB: • Sit or stand at a desk for extended periods of time and perform long hours of work at a computer. • Hear and speak effectively to communicate in person and over the phone with the public, employees, service agencies and others. • Visual acuity to read computer screens and printed documents for long periods of time. • Manual dexterity to type on a keyboard and use a computer mouse. Perform manual tasks such as handwriting and searching through documents. • Office work may include reaching for documents and supplies and repetitive motions such as typing and sorting. • May occasionally lift boxes weighting more than (35) pounds. EQUIPMENT REQUIRED TO PERFORM JOB: • Desktop Phone • Desktop Computer • Copier machine Non-Discrimination Policy The City of Prior Lake will not discriminate against or harass any employee or applicant for employment because of race, color, creed, religion, national origin, sex, disability, age, marital status, sexual orientation, or status with regard to public assistance.