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HomeMy WebLinkAboutItem 9 - Council Compesation Committee RecommendationsItem 9 GtT Y Ofi rn O Council AgendaReport CIS O Department Name: Administration Cost Center: 1021 For Agenda of: February 4, 2020 Placement: Business Estimated Time: 60 Minutes FROM: Greg Hermann, Deputy City Manager Prepared By: Teresa Purrington, City Clerk SUBJECT: COUNCIL COMPENSATION COMMITTEE RECOMMENDATIONS RECOMMENDATION As recommended by the Council Compensation Committee: Adopt a Resolution (Attachment A) entitled "A Resolution of the City Council of the City of San Luis Obispo, California, setting new salaries for the Mayor and Council Members," increasing the monthly compensation for the Mayor from $1,725.00 to $2,508.00 per month and Council Member from $1,224.00 to $1,990.00, effective the first full payroll period in January 2021. DISCUSSION Background The City of San Luis Obispo's Charter (Section 4101) requires that a Council Compensation Committee be formed during even numbered years to review the Mayor's and Council Members' compensation. Recommended adjustments would then become effective the following January for the next two-year period. Additionally, in 2001 Council adopted Resolution No. 9189, directing a review of compensation for Architectural Review Commissioners and Planning Commissioners in conjunction with its periodic review of Council compensation, as set forth in the Council Policies and Procedures. The appointments and meetings started earlier than normal due to the timing of and workload demands of other projects in the Administration Department. On August 20, 2019, Council increased the membership of the Council Compensation Committee from five member to seven member and appointed previously elected official Dan Rivoire, Personnel Board representative Cal Stevens, and, citizens -at -large Kim Bisheff, Garret Otto, Audrey Bigelow, Jenn Stubbs and Ron Yukelson to serve on the Council Compensation Committee. 1 Section 410: The Mayor and each Council Member shall receive compensation for services payable according to the regular City payroll schedule, with the Mayor receiving greater compensation than the other Council Members. Compensation for Mayor and Council Members shall be reviewed biennially in even -numbered years. When warranted, said compensation may be adjusted by Council resolution, to be effective the first full pay period in January of the year following the review. The compensation rate may be revised by the electorate by initiative. Mayor and Council Member expenses incurred for official business shall be reimbursed. Packet Page 169 Item 9 A history of City Council compensation and Planning Commission and Architectural Review Commission stipends is available in Attachment B. Committee Meetings and Review This Council Compensation Committee met four times on September 24, 2019, October 29, 2019, December 10, 2019, and January 7, 2020. The minutes of the meetings are included in Attachment C. The Council Compensation Committee agreed on the following purpose and objectives for the group. Purpose: To build an effective City Council that is inclusive of all candidates who wish to participate. Objectives: 1. Determine if the City is currently compensating Council Members and Advisory Body members appropriately. 2. Determine if compensation is a factor in achieving inclusivity. 3. Determine if there is a fiscally responsible way to make adjustments to compensation to achieve the goal. Members reviewed the full Council compensation package including salary, benefits, expense reimbursement, professional development allowances and other compensation provided. In addition, the Committee compared the Council's current compensation package with that of other Mayors and Council Members in nine other comparable cities (Charter and General Law). (Attachment D) The Council Compensation Committee also requested staff put a two -question survey on Open City Hall with the following questions: Would you consider, or have you considered running for City Council? How could compensation for the position affect your decision to run for City Council? The survey was posted from December 16, 2019 until January 6, 2020 with 72 responses submitted. Responses can be viewed on the City's website from Open City Hall: https://www.opentownhall.coMZportals/189/lssue 8129. After considering all the information, the Council Compensation Committee on a vote of 6-0-1 (Member Stevens absent) recommended that the monthly compensation be increased for Council Members from $1,224 to $1,990 and for Mayor from $1,725 to $2,508. An increase was based on taking the Area Median Income of $47,777, from the 2013-2018 Census, and prorating that amount using the average number of hours worked as reported by former Mayors and Council Members (20 hours per week for Council Members and 25 hours for Mayor.) This increase represents a 63% increase for Council Members and a 46% increase for the Mayor that the Committee felt was appropriate given the above stated purpose and objectives and reported hours worked. Packet Page 170 Item 9 Planning Commissioners and Architectural Review Commissioners The Council Compensation Committee reviewed the number of meetings and length of time of each meeting (Attachment E) and discussed possibly changing the compensation for the Planning Commission and Architectural Review Commission, however, decided that more time was needed to evaluate the process and purview changes which were implemented as part of the Zoning Ordinance update. After this information is gathered, the City Council may want to re- evaluate the compensation for these commissions. Previous Council Action 1. July 2, 2019 City Council provided direction regarding convening a Council Compensation Committee and directed staff to return with a change to the Council Policies and Procedures increasing the membership of the Council Compensation Committee from five to seven. 2. August 20, 2019 Council approved the changes to the Council Policies and Procedures and appointed the seven -member Council Compensation Committee. Policy Context Charter Section 410 provides that compensation for the Mayor and Council shall be reviewed biennially in even numbered years. Recommended adjustments would then become effective the following January for the next two-year period. The Council Policies and Procedures Section 2.6 specifies that a seven -member citizen committee be appointed by January 3 1 " of even numbered years, and further, that the committee recommendations be forwarded to the Council no later than May 1st. Additionally, in 2001 Council adopted Resolution 9189, directing a review of the compensation for Architectural Review Commissioners and Planning Commissioners in conjunction with its periodic review of Council compensation. Public Engagement All of the meetings of the Council Compensation Committee were published per the Council adopted noticing guidelines. The Open City Hall survey was available for a three-week period. Public comment can be provided to the City Council through written correspondence prior to the meeting and through public testimony at the meeting. ENVIRONMENTAL REVIEW The California Environmental Quality Act does not apply to the recommended action in this report, because the action does not constitute a "Project" under CEQA Guidelines sec. 15378. FISCAL IMPACT Budgeted: No Funding Identified: No Budget Year: Packet Page 171 Item 9 Funding Sources Total Budget Available Current Funding Request Remaining Balance Annual Ongoing Cost General Fund $23,0822 $46,164 State Federal Fees Other: Total $23,082 $46,164 Fiscal Analysis: The monthly salaries of the Mayor and Council Members would be increased $1,725 to $2,508 and $1,224 to $1,990 per month, respectively. The compensation package for expenses, benefits and professional development would remain unchanged. This increase to salaries will increase the Council's annual budget for Fiscal Year 2020-21 by $23,082 and $46,164 annually thereafter. The amount of funding can be accommodated through future adjustments to the Administration Department Budget and will be included in the annual budget appropriations presented to the Council. ALTERNATIVES 1. The City Council could decide not to adopt the Council Compensation Committee's recommendation and leave the Mayor and Council Members compensation the same. 2. The Council could decide to adopt an amount different from the Council Compensation Committee's recommendation. Attachments: a - Draft Resolution b - History of Compensation c - Council Compensation Committee Minutes d - Comparison Cities e - 2019 Planning Commission and Achitecture Review Commission Meetings 2 Estimated budget from January 1, 2021-June 30, 2021. Packet Page 172 Item 9 RESOLUTION NO. (2020 SERIES) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS OBISPO, CALIFORNIA, SETTING NEW SALARIES FOR THE MAYOR AND COUNCIL MEMBERS WHEREAS, Charter Section 410 provides for compensation and reimbursement of expenses for the Mayor and Council Members and establishes a procedure for a biennial review by a five -member Council Compensation Committee; and WHEREAS, on August 21, 2019, the City Council increased membership of the Council Compensation Committee from five members to seven -members and appointed the current members. The Committee has met and reviewed Mayor and Council Member compensation in accordance with the procedure provided by the Charter; and WHEREAS, the Council Compensation Committee has determined that the present criteria for compensation remain valid. However, an adjustment is now appropriate particularly in light of the significant demands associated with the official duties of the Mayor and Council Members; and NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis Obispo as follows: SECTION 1. Chapter 2.1 of the Council Policies and Procedures shall be amended to read as follows: Effective the first full payroll period in January 2020, compensation for services rendered in an official capacity shall be provided as follows: The Mayor shall receive a monthly salary of $ 2,508 and each City Council Member shall receive a monthly salary of $ 1,990. 17 Packet Page 173 Item 9 Resolution No. (2020 Series) Page 2 SECTION 3. Resolution Number 10886 (2018 Series) is hereby repealed and superseded to the extent inconsistent herewith. Upon motion of , seconded by and on the following roll call vote: AYES: NOES: ABSENT: The foregoing resolution was adopted this day of Mayor Heidi Harmon ATTEST: Teresa Purrington City Clerk APPROVED AS TO FORM: J. Christine Dietrick City Attorney 2020. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of San Luis Obispo, California, this day of , 2020. Teresa Purrington City Clerk 17 Packet Page 174 Item 9 History of Council Compensation The 2008 Council Compensation Committee concurred that it is important that small incremental increases should be made during each two-year review. Members, therefore, recommend a 3% increase per year based on the approximate 3% Consumer Price Index (CPI) over recent years, for a total increase of 6%. This equaled a $60 monthly increase for each Council Member and $72 monthly increase for the Mayor, effective January 1, 2009. On September 30, 2008, Council considered short-term actions to rebalance the Fiscal Year 2008-09 Budget and determined to rescind the Council's prior action to increase its salary. In 2010 and 2012 Council determined to defer the entire process for appointing a Council Compensation Committee. The 2014 Council Compensation Committee recommended the monthly compensation increase for the Mayor of $300 per month ($1,200 to $1,500) and an increase of $100 for Council Members ($1,000 to $1,200). Council was also provided the option to "opt out" of medical, dental and vision coverage so that the individual member would receive the "opt out" amount equal to City Department Heads. In 2016 Council deferred the entire process for appointing a Council Compensation Committee. The 2018 Council Compensation Committee recommended a 10% increase for the Mayor and Council Members. However, the Council approved increasing the Mayor's compensation by 15% and 2% for the Council Members. History of Planning Commission and Architectural Review Commission Stipend The compensation for Architectural Review Commissioners and Planning Commissioners was increased in 2001 from $25 to $50 per meeting, with a maximum not to exceed $200 per month. The surveys conducted in 2004, 2006, and 2008 indicated that the stipends paid by the City had remained competitive and the Council Compensation Committee did not recommend an increase at that time. In 2014, Architectural Review Commission and Planning Commission compensation be increased from $50 to $60, not to exceed $240 per month. The 2018 Council Compensation Committee recommended and Council adopted an increase from $60 to $70, not to exceed $280 per month for both the Planning Commission and the Architectural Review Commission. Packet Page 175 Item 9 COUNCIL COMPENSATION COMMITTEE Minutes Tuesday, September 24, 2019 Regular Meeting of the Council Compensation Committee CALL TO ORDER A Regular Meeting of the San Luis Obispo Council Compensation Committee was called to order on, Tuesday, September 24, 2019 at 5:30 p.m. in the Council Hearing Room, located at 990 Palm Street, San Luis Obispo, California, by Deputy City Manager Greg Hermann. ROLL CALL Present: Committee Members Audrey Bigelow, Kim Bisheff, Garrett Otto, Dan Rivoire, Cal Stevens, Jenn Stubbs, and Ron Yukelson Absent: None Staff: Greg Hermann Deputy City Manager, Monica Irons, Human Resources Director, Brittani Roltgen, Human Resources Analyst and Teresa Purrington, City Clerk OATH OF OFFICE/INTRODUCTIONS 1. City Clerk Purrington administered the Oath of Office and the Committee Members introduced themselves. PUBLIC COMMENT ITEMS NOT ON THE AGENDA None --End of Public Comment -- BUSINESS ITEMS 2. Selection of Chair and Vice Chair Public Comment None. --End of Public Comment -- Greg Hermann Deputy City Manager called for nominations for Chair. Committee Member Otto nominated Committee Member Rivoire. Committee Member Rivoire accepted the nomination. No other nominations were made. Minutes — Council Compensation Committee Meeting of September 24, 2019 Page 1 Packet Page 176 Item 9 ACTION: CARRIED 7 — 0 Committee Member Dan Rivoire was selected as Chair. Deputy City Manager Hermann turned the meeting over to Chair Rivoire. Chair Rivoire called for nominations for Vice Chair. Committee Member Yukelson nominated Committee Member Bisheff. Committee Member Bisheff accepted the nomination. No other nominations were made. ACTION: CARRIED 7 — 0 Committee Member Kim Bisheff was selected as Vice Chair. 3. ABCs of Open Government Laws, Purview of the Committee and Background Information Greg Hermann, Deputy City Manager and Teresa Purrington, City Clerk provided a PowerPoint presentation and responded to questions. Public Comment None --End of Public Comment -- ACTION: Receive and file no action taken. 4. Action Plan and Topics for Future Consideration Greg Hermann, Deputy City Manager, Monica Irons, Human Resources Director, Brittani Roltgen, Human Resources Analyst and Teresa Purrington, City Clerk provided a PowerPoint presentation and responded to questions. Public Comment None --End of Public Comment -- ACTION: By consensus the Committee provided the following direction regarding items t for the next meeting: • Discussion on values and goals of the Committee regarding Council Compensation. • Brief summary of different approaches to Council Compensation from a variety of Cities including demographics of the Council. • Update of the City Council and Advisory Body Compensation Survey from 2017. • Public outreach processes used by the City to gather community input. 5. Schedule of Future Meeting Dates Teresa Purrington, City Clerk will poll Committee Members for possible meeting date for the last week in October. Minutes — Council Compensation Committee Meeting of September 24, 2019 Page 2 Packet Page 177 Item 9 ADJOURNMENT The meeting was adjourned at 7:18 p.m. The next Council Compensation Committee meeting is scheduled forTuesday October 29, 2019 at 5:30 p.m., in the Council Hearing Room, 990 Palm Street, San Luis Obispo, California. APPROVED BY THE COUNCIL COMPENSATION COMMITTEE ON:10/29/2019 Minutes — Council Compensation Committee Meeting of September 24, 2019 Page 3 Packet Page 178 Item 9 COUNCIL COMPENSATION COMMITTEE Minutes Tuesday, October 29, 2019 Regular Meeting of the Council Compensation Committee CALL TO ORDER A Regular Meeting of the San Luis Obispo Council Compensation Committee was called to order on, Tuesday, October 29, 2019 at 5:30 p.m. in the Council Hearing Room, located at 990 Palm Street, San Luis Obispo, California, by Vice Chair Kim Bisheff. ROLL CALL Present: Committee Members Audrey Bigelow, Garrett Otto, Cal Stevens, and Ron Yukelson, Vice Chair Kim Bisheff and Chair Dan Rivoire (6:32) Absent: Committee Member Jenn Stubbs Staff: Greg Hermann Deputy City Manager, Monica Irons, Human Resources Director, Brittani Roltgen, Human Resources Analyst and Teresa Purrington, City Clerk Minutes 1. Minutes of the Council Compensation Committee of September 24, 2019 ACTION: UPON MOTION BY MEMBER YUKELSON, SECONDED BY MEMBER OTTO, CARRIED 5-0 (Member Stubbs and Chair Rivoire absent) to approve the minutes of September 24, 2019. PUBLIC COMMENT ITEMS NOT ON THE AGENDA None --End of Public Comment -- Vice Chair Bisheff indicated that the items would be heard in reverse order. BUSINESS ITEMS 4. Public outreach processes used by the City to gather community input. Deputy City Manager Hermann provided an overview of the report and responded to Committee questions. ACTION: By consensus the committee agreed to receive and file the presentation. Minutes — Revenue Enhancement Oversight Commission Meeting of October 29, 2019 Page 1 Packet Page 179 Item 9 3. Overview of approaches to Council Compensation from a variety of Cities City Clerk Purrington, and Deputy City Manager Hermann provided an overview of the report and responded to Committee questions. Public Comment None. --End of Public Comment -- ACTION: By consensus the committee agreed to receive and file the presentation. 1. Discuss goals and objectives of the Committee regarding Council Compensation. Public Comment Christian Gomez --End of Public Comment -- ACTION: UPON MOTION BY CHAIR RIVOIRE, SECONDED BY VICE CHAIR BISHEFF, CARRIED 6-0 (Member Stubbs absent) to approve the following: Purpose Purpose is to build an effective City Council that is inclusive of all candidates that wish to participate. Objectives Item 1- Determine if we are currently compensating Council Members and Advisory Body members appropriately. • Workload analysis (job description in charter) • Start by sending out what we have information we already have • Comparison cities • Benefits driven changes, typical retirement scenario Item 2 - Determine if compensation is a factor in achieving inclusivity? • Come up with options Item 3 - Determine if there is a fiscally responsible way to make adjustments to compensation to achieve the goal. Financial overview with focus on FHRP ADJOURNMENT The meeting was adjourned at 7:21 p.m. APPROVED BY THE COUNCIL COMPENSATION COMMITTEE ON: 12/10/2019 Minutes — Revenue Enhancement Oversight Commission Meeting of October 29, 2019 Page 2 Packet Page 180 Item 9 COUNCIL COMPENSATION COMMITTEE Minutes Tuesday, December 10, 2019 Regular Meeting of the Council Compensation Committee CALL TO ORDER A Regular Meeting of the San Luis Obispo Council Compensation Committee was called to order on, Tuesday, December 10, 2019 at 5:30 p.m. in the Council Hearing Room, located at 990 Palm Street, San Luis Obispo, California, by Chair Rivoire. ROLL CALL Present: Committee Members Audrey Bigelow, Kim Bisheff, Garrett Otto, Dan Rivoire, Jenn Stubbs, and Ron Yukelson Absent: Committee Member Cal Stevens Staff: Greg Hermann Deputy City Manager, Monica Irons, Human Resources Director, Brittani Roltgen, Human Resources Analyst and Teresa Purrington, City Clerk PUBLIC COMMENT ITEMS NOT ON THE AGENDA None --End of Public Comment -- CONSIDERATION OF MINUTES 1. Minutes of the Council Compensation Committee of October 29, 2019 Public Comment None. --End of Public Comment -- ACTION: UPON MOTION BY MEMBER OTTO, SECONDED BY MEMBER Yukelson, CARRIED 6-0-1 (Member Stevens absent) to approve the Minutes of October 29, 2019 as amended 2. City Budget and Fiscal Health Response Plan Overview Natalie Harnett, Principal Budget Analyst provided a PowerPoint presentation and responded to questions. Minutes — Council Compensation Committee Meeting of December 10, 2019 Page 1 Packet Page 181 Item 9 Public Comment None --End of Public Comment -- ACTION: Receive and file no action taken. 3. City Council Job Description and Current Workload Analysis Greg Hermann, Deputy City Manager, and Teresa Purrington, City Clerk provided a PowerPoint presentation and responded to questions. Public Comment None --End of Public Comment -- ACTION: Receive and file no action taken. 4. Revised Comparison Cities Data and City Council Retirement Scenario Brittani Roltgren, Human Resources Analyst provided a PowerPoint presentation and responded to Commissioner inquiries. Public Comment None --End of Public Comment -- ACTION: Receive and file no action taken. 5. Public Engagement Discussion Greg Hermann Deputy City Manager provided a PowerPoint presentation and responded to Commissioner inquiries. Public Comment None --End of Public Comment -- Member Bisheff left the meeting at 6:39 PM Minutes —Council Compensation Committee Meeting of December 10, 2019 Page 2 Packet Page 182 Item 9 ACTION: By Consensus the Committee requested staff to put a survey up on Open City Hall with the following questions: Would you consider, or have you considered running for City Council? How could compensation for the position affect your decision to run for City Council? 6. Committee Workplan Discussion Chair Rivoire led the discussion regarding next steps for the workplan. ACTION: By consensus the following three dates were provided as possible dates for the next meeting listed in order of preference. City Clerk was directed to poll missing Members to see which date works for everyone. January 7 January 6 January15 ADJOURNMENT The meeting was adjourned at 7:15 p.m. The next Council Compensation Committee meeting is scheduled for January 7, 2020 at 5:30 p.m., in the Council Hearing Room, 990 Palm Street, San Luis Obispo, California. APPROVED BY THE COUNCIL COMPENSATION COMMITTEE ON: 01/07/2020 Minutes —Council Compensation Committee Meeting of December 10, 2019 Page 3 Packet Page 183 Item 9 COUNCIL COMPENSATION COMMITTEE Minutes - DRAFT Tuesday, January 7, 2020 Regular Meeting of the Council Compensation Committee CALL TO ORDER A Regular Meeting of the San Luis Obispo Council Compensation Committee was called to order on, Tuesday, January 7, 2020 at 5:30 p.m. in the Council Hearing Room, located at 990 Palm Street, San Luis Obispo, California, by Chair Dan Rivoire. ROLL CALL Present: Committee Members Audrey Bigelow, Garrett Otto, Jenn Stubbs, and Ron Yukelson, Vice Chair Kim Bisheff and Chair Dan Rivoire Absent: Committee Member Cal Stevens Staff: Greg Hermann Deputy City Manager, Monica Irons, Human Resources Director, Brittani Roltgen, Human Resources Analyst and Teresa Purrington, City Clerk PUBLIC COMMENT ITEMS NOT ON THE AGENDA None --End of Public Comment -- CONSIDERATION OF MINUTES 1. Minutes of the Council Compensation Committee of December 10, 2019 ACTION: UPON MOTION BY MEMBER YUKELSON, SECONDED BY VICE CHAIR BISHEFF, CARRIED 6-0-1 (MEMBER STEVENS ABSENT), to approve the minutes of the December 10, 2019. BUSINESS ITEMS 2. CURRENT PLANNING COMMISSION AND ARCHITECTURAL REVIEW COMMISSION WORKLOAD Teresa Purrington, City Clerk provided a PowerPoint presentation and responded to questions. Public Comment None. DRAFT Minutes — Revenue Enhancement Oversight Commission Meeting of January 7, 2020 Page 1 Packet Page 184 Item 9 --End of Public Comment -- ACTION: Receive and file no action taken. 3. RESULTS OF OPEN CITY HALL SURVEY Greg Hermann, Deputy City Manager provided a PowerPoint presentation and responded to questions. Public Comment None. --End of Public Comment -- ACTION: Receive and file no action taken. 4. CONSIDERATION OF FORMING A RECOMMENDATION TO TAKE TO CITY COUNCIL Greg Hermann, Deputy City Manager provided a PowerPoint presentation and responded to questions. Public Comment Nik Shiffman Brett Cross --End of Public Comment -- ACTION: UPON MOTION BY VICE CHAIR BISHEFF, SECONDED BY MEMBER OTTO, CARRIED 6-0-1 (MEMBER STEVENS ABSENT) to recommend to the City Council that the compensation for the Mayor be increased to $2,508 per month and $1,990 per month for Council which is based on the median income of the City as published in the 2013-2018 Census and that this furthers the goals of inclusivity as stated in the Committee purpose statement and objectives. ACTION: UPON MOTION BY MEMBER YUKELSON, SECONDED BY VICE CHAIR BISHEFF, CARRIED 6-0-1 (MEMBER STEVENS ABSENT) to recommend to the City Council that the compensation for the Planning Commission and the Architectural Review Commission remain the same. ADJOURNMENT The meeting was adjourned at 7:42 p.m. APPROVED BY THE COUNCIL COMPENSATION COMMITTEE ON: XX/XX/2020 DRAFT Minutes — Revenue Enhancement Oversight Commission Meeting of January 7, 2020 Page 2 Packet Page 185 Item 9 Council Compensation Committee Agenda Report DATE: December 5, 2019 FROM: Monica Irons, Human Resources Director Prepared By: Brittani Roltgen, Human Resources Analyst Meeting Date: December 10, 2019 Item Number: 4 SUBJECT: Revised Comparison Cities Data and City Council Retirement Scenario RECOMMENDATION Receive a presentation on the revised comparison cities analysis and possible retirement scenario for a City Council Member. DISCUSSION Regarding the 2019 City Council and Advisory Body Compensation Survey, one additional field that was asked for by the Committee this year is the Mayor and City Council Salaries broken out on an hourly basis. For each agency, this number is calculated by taking the monthly salary and dividing it by the average hours required on a monthly basis. This adds a normalizing factor to the data, as while two agencies may provide the same monthly salary, the hourly rate may be strikingly different due to the varying number of hours worked. The Retirement Scenario displays the annual and monthly retirement benefit a Council Member or Mayor would receive with 8 years of service, based on being elected with no prior service, at the current salary rate. This scenario also outlines the current employer (City paid) and employee (Employee paid) annual contributions at the current rates of pay. Since the employer contribution, employee contribution, and retirement benefit are all based on a percentage of salary, any increase to the annual salary will impact the contribution amounts as well as the benefit amount. The Health Insurance Information displays how much a Council Member or Mayor will pay out of pocket for medical insurance, if anything, along with the monthly insurance costs and Health Flex Allowance (City Contribution) or each level of coverage. One important note is that if the city's contribution for a health plan exceeds the premium amount, the Council Member or Mayor does not receive the difference in cash, and any excess cannot be used to pay for Dental or Vision Insurance. If a Council Member or Mayor decides to opt out of Medical, Dental, and Vision Insurance, the individual receives a monthly benefit in their paycheck that can be used to purchase Medical Insurance elsewhere. The individual must opt out of Medical, Dental, and Vision insurance to receive this benefit. The final section shows the historical percentage of elections for Council Members and the Mayor over the past several years. The data displays that the majority opt in to Medical, Dental, and Vision insurance, and typically elect employee -only coverage. Attachment A - 2019 Council Comparison Analysis Packet Page 186 Item 9 City Council and Advisory Body Compensation Survey 2019 Comparison City Demographics and Meeting Information Compensation for Other Commissions or Advisory Bodies EXPECTED ACTUAL GENERAL/ POPULATION MEDIAN HOUSEHOLD YEAR 2019 MEDIAN ANNUAL CITY MAYOR - TIMES PER TIMES PER HOURS PER PAY FOR PAY FOR CITY CHARTER (Census 2018 INCOME HOME SALES BUDGET (All City UNFUNDED PENSION ELECTED MONTH MONTH WEEK CITY PLANNING ARCHITECTURAL PAY FOR OTHER ADVISORY BODIES LAW CITY Est (Census 2013- PRICE Funds) LIABILITY OR CITY CITY COUNCIL COMMISSION DESIGN 18) (Zillow) ROTATED COUNCIL COUNCIL WORKS COMMITTEE MEETS MEETS Chico Charter 94,776 $45,337 $380,000 $131,108,549 $141,035,539 Elected 2 2 8-10 No No No Davis General 69,289 $63,071 $632,800 $146,662,682 $135,929,989 Rotated 2 2 Varies (at No No Historical Resources Management Commission (HRMC) - least 20) No Pa $25/mtg., $25/mtg., Monterey Charter 28,289 $73,942 $738,800 $162,215,800 $159,231,274 Elected 2 3 20 $25/mtg., $75/mo. max $75/mo. max $75/mo. max Napa Charter 79,263 $75,341 $698,100 $251,507,000 $185,728,266 Elected 2 2 10-15 $100/meeting No Housing Authority Board $100 per meeting Paso Robles General 32,212 $61,053 $499,500 $125,572,305 $44,313,313 Elected At least 2 3 20 No No No Historic Landmarks Commission - $50/ Comission mtg, $50 Board $25/ Consent Calendar mtg. Housing Authority 10-15 meeting Commission - $50/mtg. Metropolitan Transit District Santa Barbara Charter 91,350 $71,160 $1,005,600 $403,333,229 $355,737,298 Elected 4 3 outside $50/meeting $25 Consent Board - $60/mtg not to exceed $180/month. Council l Calendar Mosquito and Vector Mgmt District - $100/mtg. Meetings meeting Single Family Design Board - $50/Board mtg, $25/Consent Calendar mtg. Santa Cruz Charter 64,725 $65,421 $866,300 $291,800,000 $177,738,916 Rotated 2 3 Varies No No No $75/meeting, Parks and Rec Commission $75/meeting, $75 per month Santa Maria Charter 107,408 $55,485 $411,900 $180,000,000 $139,997,018 Elected 2 2 5-10 $450/month N/A maximum maximum Ventura Charter 111,128 $72,859 $561,000 $301,500,000 $234,917,694 Rotated 3 4 Varies No No No AVERAGE N/A 75,382 $64,852 $643,778 $221,522,174 $174,958,812 N/A 2 3 20 $88 $38 $58 MEDIAN N/A 79,263 $65,421 $632,800 $180,000,000 $159,231,274 N/A 2 3 20 $88 $38 $50 2017 MEDIAN N/A 80,416 $62,471 $650,050 $185,700,000 140,174,244 N/A 2 3 20 $88 $38 $50 $70/mtg. $70/mtg. San Luis Obispo Charter 47,446 $47,777 $663,100 $199,828,000 $165,502,151 Elected 2 3 20-30hrs No $280/mo. max $280/mo. max PAGE 1 Packet Page 187 Item 9 City Council and Advisory Body Compensation Survey 2019 Mayor and City Council Compensation and Benefits GENERAL/ MAYOR MAYOR CITY CITY MILEAGE DATE CITY COUNCIL CITY CHARTER Type of Government SALARY/ SALARY/ COUNCIL COUNCIL CAFETERIA CAFETERIA PLAN RETIREMENT FORMULA LIFE INSURANCE AMOUNT REIMBURSED ALLOWANCE OTHER ALLOWANCES COMPENSATION SALARY/ SALARY/ CONTRIBUTION/ MONTH OPT OUT FOR CITY BUSINESS / YEAR (Current IRS = LAW CITY MONTH HOUR MONTH HOUR $0.535 per mile) UPDATED 1 x the employee's Chico Charter Council -Mayor -City $777 $19 $663 $17 Up to $1,395 $0 3% at 60 annual salary up to $300,000, rounded $2,900 Mayor City Manager Cell phone $75 per 2015 Manager 2% at 62 to the next higher $2,500 Council Approval month $1,000 If opt out, City will Davis General Council - Mayor - City $1 366 $17 $1,366 $17 Up to $1,744.26 pay $500 towards a 2.5% at 55 $100,000 $4,000 $0.535 per mile Cell phone $65 per 2019 Manager Deferred Comp Plan 2% at 62 month of choice $925.00 Employee Only Monterey Charter Council - Mayor - City $676 $8 $430 $5 $1,636.00 2 person Up to $650 Cash Out 1st Tier: 2.7% at 55 $50,000 Reasonable Expenses $0.535 per mile Reimbursement of business use of personal 2016 Manager $1,920.00 family 2nd Tier: 2.0 at 62 cell phones $727.85 Employee Only Napa Charter Council - Mayor - City $2,870 $48 $1,435 $24 $1,439.86 2 person $500 with proof of 1st Tier: 2.7% at 55 $100,000 $6,600 Mayor $475/month N/A 2018 Manager $1,932.43 Family coverage PEPRA: 2.0% at 60 $5,400 Council Paso Council - Mayor - City 1st Tier: 2.5% at 55 General $800 $10 $600 $8 $1,085 $300 Cash Out 2nd Tier: 2% at 60 $40,000 N/A $0.535 per mile N/A 2019 Robles Manager PEPRA: 2% at 62 Santa Charter Council - Mayor - $4 626 $58 $3,700 $46 Up to $1,731.62 $362.38 Tier 12.7% at 55 $50,000 N/A $538/month N/A 2018 Barbara Administrator PEPRA 2% at 62 $692 Employee Only Tier 1: 2.0% at 55 Santa Charter Council -Mayor -City $3,420 $43 $1,710 $21 $1,800 Employee & Family $200 Cash Out Tier 2: 2.0% at 60 $25,000 $1,300-$1,500 $107/month N/A 2017 Cruz Manager Tier 3: 2.0% at 62 Medical: Santa Council -Mayor -City $464 Employee Only Tier 1: 2.7% at 55 Mayor $476 Charter $1,563 $39 $1,313 $33 $753 2 person $518 Cash Out Tier 2: 2.0% at 55 $50,000 $3,000 Mayor N/A 2017 Maria Manager $928 Family PEPRA: 2.0% at 62 Council $280 Council -Mayor -City may participate at own Tier 1: 2.0% at 55 1 x annual salary Reasonable Expenses Mayor $300 Smart phone, laptop, and Ventura Charter Manager $700 $12 $600 $10 expense $0 PEPRA: 2.0% at 60 rounded up to next (incl conference/meetings, Council$200 printer upon request 2017 $1,000 lodging, meals, etc) Internet $15/day AVERAGE N/A Council - Mayor - City $1,866 $28 $1,313 $20 $1,261 Family $404 (if given) N/A $60,800 $3,250 Mayor $379 Mayor Cell Phone 2017 Manager $3,000 Council $320 Council MEDIAN N/A Coucil - Mayor - $1,366 $19 $1,313 $17 $1,577 Family $362 (if given) 1st Tier: 2.7% at 55 $50,000 $2,950 Mayor $476 Mayor Cell Phone 2017 City Manager $2,500 Council $280 Council 2017 N/A Coucil - Mayor - $1,170 N/A $1,050 N/A $1,577 Family $362 (if given) 1st Tier: 2.7% at 55 $50,000 $2,950 Mayor $476 Mayor Cell Phone 2016 MEDIAN City Manager $2,500 Council $280 Council $570 Employee Only Tier 1: 2.7% at 55 San Luis Council -Mayor -City $1,128 2 person Tier 2: 2.0% at 60 $3,200 Mayor Mayor $150 $50/month home Charter $1,724 $17 $1,224 $12 $200 Tier 3/PEPRA/Council: $104,000 Internet and data plan 2018 Obispo Manager $1,526 Family $2,700 Council Council $100 2.0% at 62 City cell phone provided PAGE 2 Packet Page 188 Item 9 , Council Compensation Committee '• Agenda Report Meeting Date: January 7, 2020 Item Number: 3 FROM: Greg Hermann, Deputy City Manager Prepared By: Teresa Purrington, City Clerk SUBJECT: PLANNING AND ARCHITECTURAL REVIEW COMMISSIONS 2019 MEETING SUMMARY AND BACKGROUND INFORMATION RECOMMENDATION Receive a report and review total number and length of meetings for both Planning and Architectural Review Commissions for 2019 and other background information. DISCUSSION Background History of Planning Commission (PC) and Architectural Review Commission (ARC) Stipends 2001 - Planning Commissioners and Architectural Review Commissioners stipend amounts both were increased from $25.00 to $50.00 per meeting. Prior to this review they had not been reviewed since 1990. 2002 — No compensation review completed. 2004 — No increase recommended. 2006 - No increase recommended. 2008 - Planning Commissioners and Architectural Review Commissioners maintain current stipend. 2010 - No compensation review completed. 2012 — No compensation review completed. 2014 - Planning Commissioners and Architectural Review Commissioners stipend increased from $50 to $60 per meeting not to exceed $240 per month. 2016 — No compensation review completed. 2018 - Planning Commissioners and Architectural Review Commissioners stipend increased from $60 to $70 per meeting not to exceed $280 per month. 2019 Meeting Summary Provided for your review are calculation charts to show meeting dates and lengths for 2019 PC and ARC meetings. Meeting dates are provided to show frequency; meeting start, and adjournment times are provided to show length of meetings; and calculations of total meeting times are included for both Planning and Architectural Review Commissioners. (Attachment A) For reference, Advisory Body appointments carry four-year terms which run April through mid -March. Packet Page 189 Item 9 Page 2 A total of 15 PC meetings were held during this time frame. Average meeting time is 2:00 hours. A total of 15 ARC meetings were held during the same time frame with an average meeting length of 2:25 hours. Membership and Purpose As provided in the City's Advisory Body Handbook, the following is stated regarding Membership and Purpose for these Advisory Bodies. Architectural Review Commission MEMBERSHIP The Architectural Review Commission (ARC) has seven members. Members must be residents and registered voters of the City. The only special qualifications for membership are a proven interest in the City's physical environment and the ability to make positive and fair aesthetic evaluations. PURPOSE The ARC shall review and approve plans for all structures and physical improvements, and for any relocation, addition, extension, or exterior change to existing buildings, structures and physical improvements, as set forth in Section 2.48.050 of the San Luis Obispo Municipal Code. Approval by the ARC must be obtained before a building permit or other city permit may be issued authorizing construction, alteration, relocation, addition, or extension. Planning Commission MEMBERSHIP The Planning Commission (PC) has seven members who are not necessarily planning professionals. Members must be residents and registered voters of the City. No special training is required for appointment. Members occasionally may be requested to attend seminars and workshops to enhance skills in planning. PURPOSE The Planning Commission's basic responsibility is to make recommendations to the City Council for the City's development, as set forth in San Luis Obispo Municipal Code §2.12.040. To carry out this responsibility the commission will: 1. Prepare and recommend a general plan and appropriate attachments; 2. Prepare and recommend appropriate specific plans; 3. Review the City's capital improvement program annually; 4. Perform authorized duties related to development review; 5. Perform such other duties required by the Council or by State or City laws. ATTACHMENT a. Planning Commission and Architectural Review Commission Meeting Summary Packet Page 190 Item 9 Planning Commission Meet Date Number 1/9/2019 1/23/2019 2/13/2019 2/27/2019 of Items Duration of Meeting Cancelled Cancelled 2 1 Cancelled Cancelled 2:23 1:04 3/13/2019 2 0:37 3/27/2013 Cancelled Cancelled 4/10/2019 3 3:11 4/24/2019 1 2:09 5/8/2019 1 2:15 5/22/2019 2 1:16 6/12/2019 Cancelled Cancelled 6/26/2019 2 1:10 7/10/2019 3 2:39 7/24/2019 2 2:24 8/14/2019 Cancelled Cancelled 8/28/2019 Cancelled Cancelled 9/11/2019 Cancelled Cancelled 9/25/2019 4 2:25 10/9/2019 2 1:10 10/23/2019 3 3:40 11/6/2019 1 2:05 11/13/2019 4 2:08 11/27/2019 Cancelled Cancelled 12/11/2019 Cancelled Cancelled 12/25/2019 Cancelled Cancelled Architecture Review Commission Meet Date Number 1/7/2019 1/14/2019 of Items Duration of Meeting Cancelled Cancelled Cancelled Cancelled 1/21/2019 Cancelled Cancelled 2/4/2019 2 1:36 2/11/2019 Cancelled Cancelled 2/18/2019 Cancelled Cancelled 3/4/2019 Cancelled Cancelled 3/18/2019 2 2:03 4/1/2019 4 3:01 4/15/2019 Cancelled Cancelled 5/6/2019 4 3:54 5/20/2019 1 0:41 6/3/2019 3 2:03 6/17/2019 2 1:44 7/1/2019 Cancelled Cancelled 7/15/2019 Cancelled Cancelled 8/5/2019 Cancelled Cancelled 8/19/2019 2 2:08 9/9/2019 4 3:49 9/16/2019 3 3:14 10/7/2019 5 2:35 10/21/2019 4 3:04 11/4/2019 4 1:09 11/18/2019 2 1:26 12/2/2019 3 2:29 Packet Page 191 Item 9 Page intentionally left blank. Packet Page 192 w '44 F;l L.4 Recommendation ■ As recommended by the Council Compensation Committee: ■ Adopt a Resolution increasing the monthly compensation for the Mayor from $1,725.00 to $2,508.00 per month and Council Member from $1,224.00 to $1,990.00, effective the first full payroll period in January 2021. Agenda Correspondence ■ The median base wage for regular, full-time employees, excluding the City contribution to health insurance is $811042. ■ It is estimated that the position of Mayor take home pay would increase from approximately $16,016 annually to $23,397 annually. The net increase is approximately $7,482 annually. Council Compensation ■ Charter Section 410 ■ Mayor and Council shall receive compensation for services ■ Mayor receiving a greater compensation than Council Members ■ Council Compensation Committee formed in even numbered years to review the compensation of Mayor and Council ■ Changes go into effect the first full pay period in the following year. (January 2021) ■ Compensation rate may also be changed by the electorate by initiative. Planning and Architectural Review Commissions' Compensation ■ Resolution No. 9189 (2001 Series) ■ A review of compensation for Architectural Review Commissioners and Planning performed in conjunction with compensation. Commissioners shall be periodic review of Council Current Compensation ■ Council ■ Mayor - $1,725 monthly = $20,700 annually ■ Council Members - $1,224 monthly = $14,688 annually ■ Benefits: Retirement Health, Dental and Vision Insurance Professional Development allowance Mileage Allowance Other Allowance: home internet / data plan City provided cell phone. ■ Planning and Architectural Review Commissioners ■ $70 per meeting Compensation Committee Formation ■ July 2, 2019 - Council discussed creating a Council Compensation for 2020. ■ August 21, 2019 - Council adopted Resolution amending the Council Policies and Procedures increasing the Council Compensation Committee from five members to seven ■ Appointed: Dan Rivoire, Previously elected official Cal Stevens, Personnel Board representative Kim Bisheff, Garret Otto, Audrey Bigelow, Jenn Stubbs and Ron Yukelson - At -large members Compensation Committee Meetings ■ Committee met four times September 24, 2019, October 29, 2019, December 10, 2019, and January 7, 2020 ■ All meetings were open to the public, agenda, packet and minutes available on the City's website. ■ First meeting: election Chair/Vice Chair, ABCs of Open Government, Purview of Committee and information provided to prior Committees. (comparison cities, length and # of items on agenda, and surveys of previous Council Members) Compensation Committee Meetings Purpose: To build an effective City Council that is inclusive of all candidates who wish to participate. Objectives: 1. Determine if the City is currently compensating Council Members and Advisory Body members appropriately. 2. Determine if compensation is a factor in achieving inclusivity. 3. Determine if there is a fiscally responsible way to adjust compensation to achieve the goal. Compensation Committee Meetings Committee reviewed: ■ Full Council compensation package including salary, benefits, expense reimbursement, professional development allowances. ■ Compared Council's compensation package with that of nine comparable cities: • Chico • Napa • Santa Cruz • Davis • Paso Robles • Santa Maria • Monterey • Santa Barbara • Ventura Compensation Committee Meetings ■ Public Outreach ■ Would you consider, or have you considered running for City Council? ■ How could compensation for the position affect your decision to run for City Council? ■ Open from December 16, 2019 to January 6, 2020 ■ 72 responses submitted ■ Financial Analysis ■ Review of City finances including Fiscal Health Response Plan ■ Fiscal Year 2020-21 impact: $23,082 ■ Fiscal Year 2021-22 impact: $46,164 Compensation Committee Meetings Purpose: To build an effective City Council that is inclusive of all candidates who wish to participate. Objectives: 1. Determine if the City is currently compensating Council Members and Advisory Body members appropriately. 2. Determine if compensation is a factor in achieving inclusivity. 3. Determine if there is a fiscally responsible way to adjust compensation to achieve the goal. Committee Recommendation for Mayor and Council Members ■ Based on Area Median Income of $47,777 from the 2013- 2018Census ■ Average number of hours worked as reported by former Council Members ■ 20 hours per week for Council Members ■ 25 hours per week for Mayor ■ Council Member Calculation ■ $47,777 x .50 = $23,888.50 /1040 hours = -$23 per hour Council Members Mayor Total Committee Recommendation for Council Members and Mayor $1,224/mo. 1$14,688/yr. $1,725/mo. 1 $20,700 yr. $79,452 annually No other changes to benefits $1,990 mo. 1 $23,880 yr. $2,508 mo. 1 $30,096 yr. $125,616 annually Planning and Architectural Review Commissioners Compensation ■ Committee reviewed number and length of meetings for 2019. ■ Discussed changes made to process and purview changes which were being implemented. Alternatives ■ The City Council could decide not to adopt the Council Compensation Committee's recommendation and leave the Mayor and Council Members compensation the same. ■ The Council could decide to adopt an amount different from the Council Compensation Committee's recommendation. Recommendation ■ As recommended by the Council Compensation Committee: ■ Adopt a Resolution increasing the monthly compensation for the Mayor from $1,725.00 to $2,508.00 per month and Council Member from $1,224.00 to $1,990.00, effective the first full payroll period in January 2021.