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02-01-16 Special City Council MinutesSPECIAL CITY COUNCIL MEETING PRAIRIE CENTER FEBRUARY 1, 2016 5:30 PM CaII to Order. Mayor Jessica Stockamp called the meeting to order at 5:30 PM. Roll Call: Mayor Jessica Stockamp; Councilmembers: Vern Heidner, Doug Schroeder and Jason Warehime. Councilmember Tom Darkenwald arrived at 5:33 PM. Staff: Lori Johnson, City Administrator, Adam Flaherty, Finance Director and Tami Loff, City Clerk. 1. Classification and Compensation Study. City Administrator Johnson recapped information provided and approved thus far. She distributed the 2015 and 2016 pay plan indicating possible placement for all employees on the new pay plan. CM Heidner said as he stated previously he has a hard time with approving the point values without seeing the scoring for each position. City Administrator Johnson stated the scores were determined using the nine factors in the SAFE system. She reiterated that Springsted does not release this information intentionally; to eliminate potential manipulation. City Administrator Johnson explained that she has not received the individual scoring data from Springsted, but knows that each position was evaluated from the position description and questionnaire reviewed by both the employee and supervisor. He questioned if this would be final if approved. City Administrator explained that the point values were approved by the Council previously; however, the appeal process will allow for employees to challenge their position's point value. City Administrator explained the appeal process again stating the time period of the appeal process; 10 day employee, 10 day Supervisor, 10 day Administration and then to Springsted for analysis. The entire process could be a 45 -day process or it could be much shorter based on supervisor and administrator review. City Administrator Johnson will provide the Council with a copy of the appeal packet employees received. CM Heidner asked if this point scale tops out at 812. City Administrator Johnson said she believes it goes higher, but she does not know how high. City Administrator Johnson will find out the maximum point level of the SAFE system from Springsted. CM Heidner questioned the cities used for the salary study further questioning how many were Springsted clients. City Administrator Johnson stated she will request that information from Springsted. He further questioned which out liers Springsted took out. He stated his concern that some of the cities used have a higher tax base then the City of Otsego and that some of the cities used don't not match us. City Administrator Johnson will request from Springsted the analyzed salary survey data. City Administrator Johnson questioned if the Council wanted to proceed tonight of if additional information is needed before proceeding; she stated it is important that the City Council is comfortable with the information before taking action. Council member Heidner said he is willing to move forward tonight but more info is needed for the future. CM Warehime, CM Schroeder and CM Darkenwald all stated they are comfortable with the plan as presented. City Administrator Johnson explained that Springsted will be training appropriate City staff on the scoring system. A matrix of the values will be available at that time. There was discussion on making sure enough appropriate city staff is trained on the implementing the new system. City Administrator Johnson explained the possible placement for each of the groups of employees on the new 2016 pay plan as indicated in the Pay Plan Implementation document. She stated that it is important to treat all employees in a group the same. She stated that all employees will be placed on at the minimum step of the pay plan or the step closest above their current pay. She indicated that the employees at the top of their current pay plan are most open for deviation from the possible placement listed and she could provide options if the Council requested. CM Darkenwald motioned to move the seven employees to the minimum with the step as outlined on the pay plan implementation document dated February 1, 2016. Seconded by CM Heidner. All in favor. Motion carried. CM Heidner motioned for employees starting 2015 or later to receive their step increase on their anniversary date if they have satisfactory performance. Seconded by CM Darkenwald. All in favor. Motion carried. CM Heidner motioned to approve the pay plan for the four employees outlined in blue not at their top of current pay plan to step 2 as outlined on the pay plan implementation document dated February 1, 2016. Seconded by CM Warehime. All in favor. Motion carried. CM Warehime motioned to approve the pay plan as presented for five employees outlined in orange not at their top of current pay plan as outlined on the pay plan implementation document dated February 1, 2016. Seconded by CM Schroeder. All in favor. Motion carried. City Administrator Johnson said there is one employee that is above the top of the pay plan placement for the position. This is a new position added this year. There was discussion on the possibility of adding additional responsibility to that position. City Administrator Johnson suggested that the new position be reviewed in a year after the duties and responsibilities of the position are better defined. The City Council concurred to review in one year. City Administrator Johnson reviewed options to bring the pay in line with the pay plan. CM Warehime motioned to approve HR Generalist/Deputy Clerk pay increases equal to the annual percentage increase in the pay plan with one half as an increase in base pay and one half as an increase that does not increase the base pay until the pay of this employee falls within the pay for the pay range. Seconded by CM Schroeder. All in favor. Motion carried. CM Warehime motioned to approve the pay plan for the six employees at top of current pay plan marked in orange with step forward as outlined on the pay plan implementation document dated February 1, 2016. Seconded by CM Heidner. Motion carried. 2 There was discussion that the implementation of this pay plan cost not already included in the 2016 department budgets would be paid out of the Council Contingency budget allocation. City Administrator Johnson indicated that she has five items to provide to the Council that were requested during tonight's meeting. The Council concurred. 2. Adjourn. CM Darkenwald motioned to adjourn. Seconded by CM Warehime. All in favor. Motion carried. Adjourned at 6:34 PM. ATTEST: Tami Loff, City Clerk 3 oitee.37t-Oveibvfr- Mayor Jessica Stockamp