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HomeMy WebLinkAbout08/16/1994, C-9 - SALARY ADJUSTMENT FOR THE CITY CLERK city of San LUIS OBIspo MEETING GATE: COUNCIL AGENDA REPORT ITEM NUMB FROM: John Dunn, City Administrative Officer PREPARED BY: Ann Slate, Personnel Director( SUBJECT: Salary Adjustment for the City Clerk CAO RECOMMENDATION: Adopt a resolution adjusting the annual salary for the City Clerk DISCUSSION: The Council adopted a Management Compensation Plan for Appointed Officials and for Certain Management Personnel, Resolution No. 8317 (1994 Series), on July 19, 1994. In adopting this resolution, Council moved the City Clerk position into Group IV of the plan's salary ranges. Since the Council on June 7, 1994 had already approved salary adjustments for the appointed officials, the City Administrative Officer, the City Attorney and the City Clerk, the Council met in closed session on July 26, 1994 to adjust the City Clerk's salary to fit in the new range. They directed staff to return with a new salary adjustment increasing the City Clerk's salary from $4,450 to $4,837 per month, effective April 7, 1994, the date of the original salary increase. This resolution supersedes Resolution No. 8298 (1994 Series). Resolution No. 8048 (1992 Series), the employment agreement between the Council and Diane Gladwell, regarding compensation and related matters, remains in full force and effect. FISCAL IMPACT: The annual cost for this adjustment is approximately$5,400, salary and fringe benefits. Funding is not available in the departmental budget. Therefore, it is recommended that this amount be appropriated from the General Fund Unappropriated Fund Balance. ATTACHMENT: Resolution-City Clerk Compensation AS:slt gxlerkcomp r RESOLUTION NO. (1994 Series) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS OBISPO ADJUSTING COMPENSATION FOR THE CITY CLERK AND RESCINDING RESOLUTION NO. 8298 (1994 SERIES) IN CONFLICT WHEREAS, the City Council establishes the salary range for, among other positions, the City Clerk, in the Management Compensation Plan for Appointed Officials, et.al., Resolution No. 8317, 0 994 Series); and WHEREAS, by Resolution No. 8048 (1992 Series), the City Council appointed Diane Gladwell as City Clerk; and WHEREAS, the City Council has evaluated compensation factors for the City Clerk in accordance with the Management Compensation Plan for Appointed Officials et.al. (Resolution No. 8317 - 1994 Series); and NOW,THEREFORE, BE IT RESOLVED by the Council of the City of San Luis Obispo as follows: SECTION 1. Effective April 7, 1994, the City Clerk's salary shall increase from $4,450 per month to $4,837 per month. SECTION 2. Resolution No. 8298, (1994 Series), is hereby rescinded. All other compensation and benefits afforded the City Clerk under the Appointed Officials Compensation Plan (Resolution No. 6604 - 1989 Series and Resolution No. 8317 - 1994 Series), and the City Clerk Employment Agreement(Resolution No. 8048- 1992 Series) not superseded by the above, shall remain in full force and effect. SECTION 3. The City Council shall evaluate the performance of the City Clerk annually. On motion of , seconded by and on the following roll call vote: AYES: NOES: ABSENT: e- g-a Resolution No. 0 994 Series) Page 2 The foregoing Resolution was passed and adopted this day of , 1994. MAYOR PEG PINARD ATTEST: DIANE GLADWELL, CITY CLERK APPROVED AS TO FORM: A7wG. OR SEN ITY ATTORNEY sMA"Es c-�3 CITY CLERK MEMORANDUM ..;.:nv;;:...•.:. .5,. .,S!:::::T:::::.• :i:2:S`S::SSS::SS::S:Yi:::SS::S::S::S::S::S'::SS::Si::S::SS::SS:;:: ::::SS::SS:::S:c TO: The Honorable City Council FROM: Diane Gladwell, City Clerk. SUBJECT: Tuition Reimbursement Program RECOMMENDATION: By Motion, approve the proposed tuition reimbursement program as provided in the existing employment agreement with the City Clerk under §E(iii). The employment agreement for the City Clerk provides funding for professional development. On July 26th, Council asked that I return with a tuition reimbursement program applicable to the City Clerk position. The proposed program is outlined below: 1. Proposed classes shall be submitted to Council in advance of attendance. 2. After the class has been completed with a grade of "C" or above, the City will reimburse the City Clerk for the cost of the course and required books. This program is simple to administer, ensures that courses relate to professional development, and places the burden on the City Clerk to finance and complete the courses in a manner that ensures community benefit. Iv►ttI114U AUtNUA DATE 9-16-911 ITEM RESOLUTION NO. 8317 (1994 SERIES) A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO REVISING A MANAGEMENT COMPENSATION PLAN FOR APPOINTED OFFICIALS AND FOR CERTAIN MANAGEMENT PERSONNEL AND SUPERSEDING PREVIOUS RESOLUTIONS IN CONFLICT WHEREAS, the City Council established a comprehensive Appointed Officials and Management Development and Compensation policy in 1989; and WHEREAS, the Council is committed to a comprehensive policy that strengthens the recruitment and retention of well qualified and effective appointed officials and management personnel; and WHEREAS, the Council desires to maintain an Appointed Officials and Management Compensation Plan which is consistent with other compensation plans; and WHEREAS, the Council is committed to a compensation plan which reflects the differences between duties, responsibilities and job requirements; and WHEREAS, the Council determines that merit and performance shall be the basis for Appointed Official and Management compensation; and WHEREAS, consistent with Section 701 of the City Charter, the City Council is the appointing authority for the City Administrative Officer, City Attorney and the City Clerk (Appointed Officials), and the City Administrative Officer is the Appointing Authority for Management positions; and WHEREAS, the appointing authority is responsible for the selection, evaluation and the level of compensation for the appointed employee NCIL p CDD DIR NOW, THEREFORE, BE IT RESOLVED by the Council of the Cit I on Luis ❑ FIN DIR _ ❑ FIRE CHIE EY E3 PW DIR Obispo as follows: Ir LERluoR►10 ❑ PoucE Cf ❑ MGMTTEAM(.-. 0 RMiCIIFL R 8 P C READ FILE. 0 Ti OIRR B PERS.MR; Resolution No. 8317 (1994 Series) Page 2 Section 1 . An Appointed Official and Managerial salary plan is an important component of a comprehensive compensation policy. In order to remain competitive with the professional marketplace and promote merit and performance as the criteria for individual salary determinations, the following open-range Appointed Officials and Management Personnel Salary Schedule shall be established. APPOINTED OFFICIALS AND MANAGEMENT SALARY SCHEDULE 1994 GROUP MANAGEMENT POSITION SALARY RANGE I City Administrative Officer $6629-8597 II City Attorney $5746-7440 III Assistant City Administrative Officer $5409-6974 Community Development Director Finance Director Fire Chief Police Chief Public Works Director Utilities Director IV City Clerk $4837-6215 City Engineer Parks and Recreation Director Personnel Director Resolution No. 8317 (1994 Series) Page 3 Section 2. The Appointing Authority, or City Administrative Officer shall determine compensation within the designated range, after evaluating performance using professional compensation principles and the following guidelines and salary increase matrix. Such determination shall reflect merit and.performance as the standard and basis for managerial compensation. In addition, the appointing authority may reduce compensation if performance is unsatisfactory. PERFORMANCE GUIDELINES First auartile of the salary range: promotional and initial hiring range and learning curve on the job Second auartile of the salary ranae: experienced level and lateral hiring; competent performance of the job after completion of learning/adjustment curve after hire Third auartile of the salary range: hiring exceptionally qualified; consistently competent performance over time Fourth auartile of the salary range: exceptional performance over time; strives to excel in numerous areas SALARY INCREASE MATRIX Performance Status: Quartile: 1st 2nd 3rd 4th Probation (not adequately performed) 0% 0% 0% 0% Fair 0-2 0-1 0% 0% Competent (expected performance level) 3-5 2-4 1-3 0-1 Highly Competent 3-6 4-5 3-4 2-3 Exceptional 8-9 7-8 5-6 3-4 Resolution No. 8317 (1994 Series) Page 4 Section 3. The City shall continue to provide employees in those classifications listed in Section 1 certain fringe benefits including: a. A contribution for health insurance premiums as provided through PEMHCA of $400 per month. b. A contribution of 1.5% of salary into a deferred compensation plan. C. Long Term Disability Insurance with a qualifying period of 30 days and a maximum monthly benefit of $5,500 per month. d. Administrative leave of 80 hours per year. All other benefits currently available to the above referenced employees to remain in effect. Section 4. City staff shall develop a longer range comprehensive management compensation plan to be presented to Council for their approval prior to April 1, 1995. On motion of Rappa seconded by Romero , and on the following role call vote: AYES: Council Members Rappa, Romero, Roalman, Settle and Mayor Pinard NOES: None ABSENT: None the foregoing resolution was passed and adopted this 19th day of July 1994. Resolution No. 8317 (1994 Series) Page 5 MAYOR G PINARD ATTEST: P�ANE GLA WE , CITY CLERK APPROVED AS TO FORM: Y - JO EN N, CITY ATTORNEY e"GT-RES r ''ING AGENDA DAIS8_ITEM # MEMORANDUM IR ej rr: A ❑ FIN DIR August 10, 1994 O ❑ FIRE CHIEF ORNEY ❑ PW DIR TO: Diane Gladwell, City Clerk RKlORIG ❑ POLICE CHF T TEAM ❑ REC DIRAD FILE ❑ TIL DIR FROM: John Dunn, City Administrative Office —�� N PERS DIR SUBJECT: City Clerk Tuition Reimbursement Program It has come to my attention that you apparently added language to the recommendation, and an attachment to the report, for Item C-9 on the August 16 Council agenda which suggests that the CAO and Personnel Director support the program you are proposing to the Council. In fact, we are neither supporting nor opposing the program, since the Council did not ask that we establish a specific recommendation. Therefore, I ask that you revise and redistribute page 3 of the agenda summary to remove the reference. More fundamentally, I would also ask that in the future you not modify any recommendations without the approval of myself and the originating department. To foward your proposal, you should instead prepare a separate agenda item from yourself directly to the Council. In preparing your report, I suggest that you consider the following points: 1. Although you recommend Council approval prior to course enrollment, you might consider some guidelines that would make it easier for the Council to evaluate each of your requests. This is normally part of a tuition reimbursement program. 2. The Council may wish to place some sort of cap on the amount to be spent annually or per course. Again, this is a normal part of such a program. 3. A source of funding for the program should be identified as it is for other City programs. I also thought it might be helpful for you to review a draft tuition reimbursement program developed a couple of years ago by City employees who served on the Affumative Action Committee. The program was quite comprehensively prepared; however, due to our budget problems, it was never presented to the Council for formal adoption. Let me know if you need further information. VE L) har ^ 1994 cc: City Council CITU CLERK M TUITION REIMBURSEMENT POLICY PURPOSE To establish guidelines and procedures for the .approval and processing of tuition reimbursement requests. The Tuition Reimbursement Program is designed in part to enhance the City's Affirmative Action Plan. OP LiCY It is the policy of the City of San Luis Obispo to encourage excellence of performance, employee development, and the ability to pfomote at all levels by sharing the cost of educational programs. The City will reimburse educational costs which are directly related to the employee's occupational field with the City or are related to and part of a planned course of study being actively pursued for promotion within the City service. For this purpose, the City shall reimburse up to $500.00 annually for the costs of tuition, registration, books and lab fees. Travel and parking are not covered expenses. There shall be no obligation. to the City to reschedule the normal work hours of eligible employees to facilitate their participation in the Tuition Reimbursement Program. ELIGIBILITY REQUIREMENTS To be eligible for the program the employee must be a regular employee who has passed his or her initial probation with the City of San Luis Obispo. A pro-rated amount will be calculated for REGULAR part-timeemployees, i.e. a regular half-time employee could receive up to $250.00 annually. The employee must have completed the reimbursement form and received approval from his or her department head and the Personnel Director 26/2r to enrolling in the course. When either the department head or the Personnel Director do not agree that the course qualifies for tuition reimbursement, a final decision will be made by the City Administrative Officer. Courses must be taken for credit, audited courses will not be reimbursed. The employee must satisfactorily complete the course and receive a grade of "C" or better or a "pass" in a pass/fail grading. Page 2 Tuition Reimbursement Policy ELIGIBLE COURSES . 1. Eligible courses must have a reasonable potential to offer substantial benefit to the City. 2. Eligible courses must be directly related to the employee's occupational field with the City, or directly related to and be part of a planned course of study being actively pursued for promotion and career development with the City. 3. Eligible courses must be presented by an accredited high school, college, university or other accredited institutions. INELIGIBLE COURSES 1. Courses taken to bring unsatisfactory job performance up to an acceptable level. 2. Courses that duplicate in-service training or other training the employee has already received. 3. Courses an employee is required, by the department head, to attend will be considered training and will not be reimbursed through the tuition reimbursement program. 4. Courses for which the employee receives reimbursement from any other sources. CONTINUED SERVICE REQUIREMENT An employee must continue in a regular position in the City service for one (1) year from the date of completion of the course. Failure to continue in the City service, through resignation or discharge, will result in the forfeiture of any tuition reimbursement payments received less than one (1) year prior to separation. The maximum forfeiture amount would be $500.00. In such situations, the employee agrees that the Finance Department is authorized to make a deduction from the employee's final payroll check for the appropriate amount of tuition reimbursement to be forfeited. PROCEDURES The employee shall submit a completed Tuition Reimbursement Application form to his/her Department Head for approval at least three (3) weeks prior to the first class session. The Department Head will forward the form indicating approval or disapproval within five (5) working days to the Personnel Director. The completed form indicating approval or disapproval from the Personnel Director will be returned to the employee within another five (5) working days. When either the department head or the Personnel Director do not approve the course, an appeal may be made to the City Administrative Officer for a final decision. Page 3 Tuition Reimbursement Policy Upon completion of the course, the employee shall submit a Tuition Reimbursement Request form to the Personnel Department with the required documents in the form of a transcript or a grade card signed and dated by the instructor and receipts for registration, tuition, lab fees and books. A copy of the request will be forwarded to the Finance Department. They will issue a check in the proper amount. A copy of the approved request and proof of completion will be filed in the employee's personnel file. CITY CLERK MEMORANDUM August 9, 1994 TO: John Dunn, City Administrative Officer FROM: Diane Gladwell, City Clerk SUBJECT: Tuition Reimbursement Program There was no intent to imply this program was your or the Personnel Director's recommendation; the agenda simply states 'Recommendation", and is used for Council Subcommittee recommendations, Advisory Body Recommendations, City Clerk and City Attorney recommendations. I believe Council knows that the recommendation is not yours, but I will honor your request for a new agenda summary. I appreciate you forwarding the tuition reimbursement program draft, and would have appreciated the sharing of the information during the many times I have expressed an interest in this subject; it would have to be substantially re-worded to apply to this position. In the event I am not elected to another position in November (this program will obviously not go into effect in that case), I would only be taking one evening class a quarter. Cal Poly's registration fee is $459 per quarter for less than six units, and I would be happy to place an annual limit of $2,500 on the reimbursement program if the Council feels it is necessary. Council may wish to appropriate this sum now, but it was not included in my recommendation because I do not anticipate Cal Poly's acceptance until after the new fiscal year, making an appropriation unnecessary. Thank you for your assistance.