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HomeMy WebLinkAbout03-28-2018 CCC Agenda Packet City of San Luis Obispo, Council Agenda, City Hall, 990 Palm Street, San Luis Obispo Agenda Council Compensation Committee Wednesday, March 28, 2018 5:30 pm REGULAR MEETING Council Hearing Room 990 Palm Street CALL TO ORDER: Chair Strickland ROLL CALL: Committee Members: John Ewan, Frank Guyton, Louise Matheny, Vice Chair Dale Stoker, and Chair Brett Strickland PUBLIC COMMENT PERIOD FOR ITEMS NOT ON THE AGENDA The Committee welcomes your input. At this time, you may address the Committee on any item. The time limit is 3 minutes. State law does not allow the Committee to discuss or take action on issues not on the agenda, except members of the Committee or staff may briefly respond to statements made or questions posed by persons exercising their public testimony rights. CONSENT ITEMS 1. APPROVAL OF COUNCIL COMPENSATION COMMITTEE MEETING MINUTES OF FEBRUARY 21, 2018 (ACTING CITY CLERK) BUSINESS ITEMS 2. ELECTED OFFICIALS CALPERS INFORMATION & 2017 COMPARISON SURVEY UPDATE (HUMAN RESOURCES) Receive a brief report on elected officials CalPERS retirement information as requested and an updated 2017 comparison survey of benchmark cities to include form of governments and compensation median amounts for mayor and city council members. 3. CITY COUNCIL 2016/2017 MEETING TIME CALCULATIONS (INTERIM DEPUTY CITY MANAGER) Receive and file meeting time calculation chart to include total number of meetings, length of meetings, meeting types and average meeting length for current City Council for period covering 12/1/16-2/20/18. San Luis Obispo - Regular Meeting Agenda of March 28, 2018 Page 2 4. CONSIDERATION OF FORMING A RECOMMENDATION TO TAKE TO CITY COUNCIL (INTERIM DEPUTY CITY MANAGER) Discussion and consideration of forming a final recommendation for Council review and consideration at its May 1, 2018 City Council Meeting. ADJOURNMENT The City of San Luis Obispo wishes to make all of its public meetings accessible to the public. Upon request, this agenda will be made available in appropriate alternative formats to persons with disabilities. Any person with a disability who requires a modification or accommodation in order to participate in a meeting should direct such request to the City Clerk’s Office at (805) 781-7100 at least 48 hours before the meeting, if possible. Telecommunications Device for the Deaf (805) 781-7107. Any writings or documents provide to a majority of the Committee regarding any item on this agenda will be made available for public inspection in the City Clerk’s Office located at 990 Palm Street, San Luis Obispo, during normal business hours. Minutes – Council Compensation Committee Meeting of February 21, 2018 Page 1 Minutes COUNCIL COMPENSATION COMMITTEE Wednesday, February 21, 2018 Council Compensation Committee CALL TO ORDER A Meeting of the Council Compensation Committee was called to order on Wednesday, February 21, 2018 at 5:35 p.m. in the Council Hearing Room, located at 990 Palm Street, San Luis Obispo, California, by Chair Brett Strickland. ROLL CALL Committee Members Present: Committee Members John Ewan (5:36 p.m.), Louise Matheny, Vice Chair Dale Stoker, Chair Brett Strickland Committee Members Absent: Committee Member Frank Guyton. Staff Present: Monica Irons, Human Resource Director, Greg Hermann, Interim Deputy City Manager, Carrie Gallagher, City Clerk and Deputy City Clerk Heather Goodwin PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA None. ---End of Public Comments--- CONSENT ITEMS 1. APPROVAL OF COUNCIL COMPENSATION COMMITTEE MEETING MINUTES OF JANUARY 17, 2018 MOTION BY COMMITTEE MEMBER MATHENY SECOND BY VICE CHAIR STOKER, CARRIED 4-0-1 (COMMITTEE MEMBER GUYTON ABSENT) to approve the minutes of the Council Compensation Committee meeting of January 17, 2018. Minutes – Council Compensation Committee Meeting of February 21, 2018 Page 2 BUSINESS ITEMS 2. 2017 COMPARISON CITY COMPENSATION SURVEY – CITY COUNCIL AND ADVISORY BODIES Human Resources Director Irons reviewed and distributed a survey of comparison cities’ demographic data and compensation for mayor, city council members, and paid advisory body members. Staff responded to Committee inquires. It was noted that an error was discovered on the 2017 comparison survey related to the 2014 Median Mayor Salary/Month and City Council Salary/Month amounts; the dollar amounts were not accurately transferred to the 2017 survey; staff noted that they will provide a corrected comparison survey at the next meeting. 3. PLANNING AND ARCHITECTURAL REVIEW COMMISSIONERS 2016/2017 MEETING TIME CALCULATIONS City Clerk Gallagher reviewed the total number and length of meeting times for both Planning and Architectural Review Commissioners for the period covering 4/1/16-3/31/17. Staff responded to Committee inquires. 4. COUNCIL COMPENSATION QUESTIONNAIRE RESULTS City Clerk Gallagher reviewed the results from the compensation questionnaires from former Council and Planning Commissioners and Architectural Review Commissioners. Staff responded to Committee inquires. By consensus, the committee directed staff to return with the following at the next meeting: 1) Return with a Council meeting calculation chart with meeting dates and adjournment times from December 2016 to current; 2) Return with a form of government comparision for each city identified in the survey; and 3) Return with elected official eligibility for CalPERS retirement information as it relates to preventing Elected Officials from opting into CalPERS. 5. SCHEDULE OF FUTURE MEETING DATES The Committee agreed to reschedule their future meeting for Wednesday, March 28, 2018 at 5:30 p.m. 6. ADJOURNMENT The meeting adjourned at 6:14 p.m. APPROVED BY THE COUNCIL COMPENSATION COMMITTEE: XX/XX/2018 City of San Luis Obispo, Council Agenda, City Hall, 990 Palm Street, San Luis Obispo Council Compensation Committee March 9, 2018 FROM: Monica Irons, Human Resources Director PREPARED BY: Greg Zocher, Human Resources Manager SUBJECT: Elected Officials’ CalPERS Retirement and Survey Data Follow Up RECOMMENDATION Receive information on questions raised at the February 21, 2018 Council Compensation Committee Meeting regarding Elected Officials’ eligibly for CalPERS retirement and the survey data presented at that meeting. DISCUSSION Elected Officials Retirement Elected officials (City Council Members and the Mayor) are considered “optional” members of CalPERS retirement system. This means that Elected Officials are not required to be enrolled in the CalPERS retirement system, unlike other employees who are required to be enrolled in CalPERS if they work more than 1,000 hours in a fiscal year. Under the City’s existing contract, Elected Officials may voluntarily choose to not be a CalPERS member; however, membership may be elected at any time with membership being retroactive to the date they began office as an Elected Official. Once membership is elected with CalPERS, Elected Officials cannot “opt out” or change their membership status. All five current Elected Officials have elected to be members in CalPERS retirement system. The Council Compensation committee asked whether the City could prevent Elected Officials from opting in to CalPERS. While that cannot be done under the City’s current contract for the current or former Elected Officials, future Elected Officials could be excluded by amending the contract with CalPERS. Elected Officials who are appointed after January 1, 2013 are considered by the Public Employee Pension Reform Act (PEPRA) as “New Members” if they have not worked for another CalPERS agency. New Members are placed in the state mandated 2% @ 62 retirement tier formula. To receive a retirement benefit, the Elected Official would need to serve multiple terms totaling at least five years to be considered “vested” by CalPERS. While an elected official doesn’t necessarily work a 40 plus hour work week, they do accrue a year of CalPERS service credit for each year in office. Retirement of Elected Officials from the CalPERS system is relatively uncommon because their term does not exceed the five-year vesting requirement. Over the past twenty years only three Elected Officials are currently receiving this benefit. Further, given the relatively low compensation and number of years in office, the retirement benefit received does not significantly impact the City’s costs. Page 2 Survey Data At the February 21, 2018 Council Compensation Committee meeting, staff recognized that 2014 Median Mayor Salary/Month and City Council Salary/Month amounts were not accurately transferred to the 2017 sheet. This data has been corrected. Committee members also asked staff to note what form of government each comparison city operated under. As staff suspected, the comparison agencies all operate under the Council – Mayor – City Manager (or City Administrator) form of government. Attachment A CITY GENERAL/ CHARTER LAW CITY Type of Government MAYOR SALARY/ MONTH CITY COUNCIL SALARY/ MONTH CAFETERIA CONTRIBUTION/ MONTH CAFETERIA PLAN OPT OUT RETIREMENT FORMULA LIFE INSURANCE AMOUNT REIMBURSED FOR CITY BUSINESS / YEAR MILEAGE ALLOWANCE (Current IRS = $0.535 per mile) OTHER ALLOWANCES DATE CITY COUNCIL COMPENSATION UPDATED Chico Charter Council - Mayor - City Manager $777 $663 Up to $1,395 $0 3% at 60 1x the employee's annual salary up to $300,000, rounded to the next higher $1,000 $2,900 Mayor $2,500 Council City Manager Approval Cell phone $50 per month 2015 Davis General Council - Mayor - City Manager $1,170 $1,050 Up to $1,709.42 If opt out, City will pay $500 towards a Deferred Comp Plan of choice 2.5% at 55 2% at 62 $100,000 N/A $0.535 per mile Cell phone $65 per month 2015 Monterey Charter Council - Mayor - City Manager $676 $430 $925.00 Employee Only $1,636.00 2 person $1,920.00 family Up to $650 Cash Out 1st Tier: 2.7% at 55 2nd Tier: 2.0 at 62 $50,000 Reasonable Expenses $0.535 per mile Reimbursement of business use of personal cell phones 2016 Napa Charter Council - Mayor - City Manager $2,604 $1,302 $727.85 Employee Only $1,439.86 2 person $1,932.43 Family $500 with proof of coverage 1st Tier: 2.7% at 55 PEPRA: 2.0% at 60 $100,000 $6,600 Mayor $5,400 Council $475/month N/A 2016 Paso Robles General Council - Mayor - City Manager $800 $600 $1,085 $300 Cash Out 1st Tier: 3% at 55 PEPRA: 2.7% at 57 $40,000 N/A $0.535 per mile N/A 2016 Santa Barbara Charter Council - Mayor - Administrator $4,310 $3,310 Up to $1,718 $362.38 2.7% at 55 PEPRA 2% at 62 1 x annual salary N/A $538/month N/A 2016 Santa Cruz Charter Council - Mayor - City Manager $3,420 $1,710 $692 Employee Only $1,800 Employee & Family $200 Cash Out Tier 1: 2.0% at 55 Tier 2: 2.0% at 60 Tier 3: 2.0% at 62 $25,000 $1,300-$1,500 $107/month N/A 2017 Santa Maria Charter Council - Mayor - City Manager $1,563 $1,313 Medical: $464 Employee Only $753 2 person $928 Family $518 Cash Out Tier 1: 2.7% at 55 Tier 2: 2.0% at 55 PEPRA: 2.0% at 62 $50,000 $3,000 Mayor Mayor $476 Council $280 N/A 2017 Ventura Charter Council - Mayor - City Manager $700 $600 may participate at own expense $0 Tier 1: 2.0% at 55 PEPRA: 2.0% at 60 1 x annual salary rounded up to next $1,000 Reasonable Expenses (incl conference/meetings, lodging, meals, etc) Mayor $300 Council $200 Smart phone, laptop, and printer upon request Internet $15/day 2017 AVERAGE N/A Council - Mayor - City Manager $1,780 $1,220 $1,261 Family $404 (if given)N/A $60,800 $3,250 Mayor $3,000 Council $379 Mayor $320 Council Cell Phone 2016 MEDIAN N/A Coucil - Mayor - City Manager $1,170 $1,050 $1,577 Family $362 (if given)1st Tier: 2.7% at 55 $50,000 $2,950 Mayor $2,500 Council $476 Mayor $280 Council Cell Phone 2016 2014 MEDIAN N/A $1,138 $1,050 $1,773.95 family $509 (if given) 1st Tier 2.7%@55 $50,000 $3713 Mayor $925 Council M- $476 C- $350 $70 2012 San Luis Obispo Charter Council - Mayor - City Manager $1,500 $1,200 $539 Employee Only $1,066 2 person $1,442 Family $200 Tier 1: 2.7% at 55 Tier 2: 2.0% at 60 Tier 3/PEPRA/Council: 2.0% at 62 $104,000 $3,200 Mayor $2,700 Council Mayor $150 Council $100 $50/month home internet and data plan City cell phone provided 2017 PAGE 2 City Council and Advisory Body Compensation Survey 2017 Mayor and City Council Compensation and Benefits Page intentionally left blank. City of San Luis Obispo, Council Agenda, City Hall, 990 Palm Street, San Luis Obispo Council Compensation Committee March 28, 2018 FROM: Greg Hermann, Interim Deputy City Manager Prepared by: Teresa Purrington, Acting City Clerk SUBJECT: CITY COUNCIL 2016/2017 MEETING TIME CALCULATIONS RECOMMENDATION Receive a report and review total number and length of meeting times for City Council for period covering 12/16/2017 through 02/18/2018. DISCUSSION Background Provided for your review are calculation charts to show meeting dates and lengths for the City Council. 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. (Attachment A) A total of 43 meetings were held during this time frame. Average meeting time was 5:00 hours. ATTACHMENT A. Calculation Chart Meeting Type Meeting Date Start Time End Time Hours SP 12/09/16 12:00 1:07 1:07 R 12/13/16 4:00 10:45 6:45 R 01/03/17 4:00 10:30 6:30 SP 01/10/17 4:00 9:45 5:45 R 01/17/17 4:00 10:45 6:45 SP 01/28/17 9:00 2:52 5:52 R 02/07/17 4:00 9:30 5:30 SP 02/16/17 6:08 Off Site/Missing R 02/21/17 4:00 10:45 6:45 R 03/07/17 6:00 10:00 4:00 SP 03/14/17 6:00 10:15 4:15 R 03/21/17 4:00 11:30 7:30 SP 03/28/17 9:03 Retreat/Missing R 04/04/17 4:00 10:00 6:00 SP 04/10/17 10:00 Missing SP 04/10/17 1:00 Missing SP 04/12/17 6:00 8:30 2:30 R 04/18/17 4:00 10:30 6:30 R 05/02/17 6:00 10:30 4:30 R 05/16/17 6:00 10:30 4:30 SP 05/30/17 9:00 6:30 9:30 SP 06/01/17 5:00 8:08 3:08 R 06/06/17 6:00 8:57 2:57 R 06/20/17 5:30 10:28 4:58 R 07/05/17 4:00 10:53 6:53 SP 07/11/17 6:08 8:35 2:27 CS 07/18/17 2:00 4:00 2:00 R 07/18/17 4:00 8:11 4:11 R 08/15/17 3:00 10:07 7:07 R 09/05/17 4:00 Missing SP 09/06/17 2:00 5:15 3:15 R 09/19/17 3:00 10:50 7:50 SP 09/26/17 4:30 6:30 2:00 R 10/03/17 6:00 9:22 3:22 R 10/17/17 3:30 9:41 6:11 SP 10/24/17 4:30 10:44 6:14 R 11/07/17 6:00 7:45 1:45 R 11/21/17 4:00 11:10 7:10 SP 12/12/17 4:00 8:45 4:45 SP 01/05/18 2:00 4:00 2:00 R 01/09/18 5:30 10:43 5:13 R 01/16/18 5:30 10:20 4:50 R 02/06/18 3:30 11:03 7:33 TOTAL MEETING TIME 190:03 Total number of meetings: R - Regular meetings 25 SP - Special meetings 17 CS - Closed Session 1 Total Meetings Calculated 43 Average meeting length =5:00 City Council Meetings 12/16 - 2/18 City of San Luis Obispo, Council Agenda, City Hall, 990 Palm Street, San Luis Obispo Council Compensation Committee March 28, 2018 FROM: Greg Hermann, Interim Deputy City Manager Prepared By: Teresa Purrington, Acting City Clerk SUBJECT: CONSIDERATION OF FORMING A RECOMMENDATION TO TAKE TO CITY COUNCIL RECOMMENDATION Discussion and consideration of forming a final recommendation for Council review and consideration at its May 1, 2018 City Council Meeting. DISCUSSION To assist with the process of developing a Committee Recommendation to the City Council. Staff has prepared the attached chart which lists the current compensation and benefits. (Attachment A) Background on City Council Salary As a Charter City there are not any State or Federal Codes which limit the amount of an increase that could be recommended. Below is an excerpt from the Charter regarding Council Compensation. “Section 410. Compensation. 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.” Provided for reference, Government Code section 36516.5 (which applies to General law cities) authorizes an increase in Council salaries in an amount not to exceed 5% for each calendar year from the operative date of the last adjustment. Using this formula, the maximum increase could be 20% of the current compensation (Mayor $1500 x 20%=$1800 and Council $1200 x Page 2 20%=$1440.) This information is provided as reference and does not limit the amount of increase that could be recommend. Should the Committee wish to increase City Council above 20% of the current amount, it is recommended that the City Attorney be involved to ensure that total compensation does not exceed any other limits in the State Government Code. There are no applicable codes or guidance for stipends for advisory body members. ATTACHMENT A. Decision Chart Attachment A City Council Yes No 1. Do you want to make recommend any changes to Council salary or benefits? 2. Do you want to make changes to compensation? Mayor - $1500 currently Council Member $1200 currently a. If so, how much? 3. Do you want to make changes to any benefits? b. If so, which ones i. Mileage Mayor - $150 per month currently Council - $100 per month currently ii. Reimbursement for City Business Mayor - $3200 per year currently Council - $2700 per year currently iii. $50/month home internet and data plan City cell phone provided currently 4. Retirement (applicable to future Council Members only) 5. Cafeteria Plan Monthly Contribution 6. Life Insurance Planning Commission/Architectural Review Commission Yes No 1. Do you want to make recommend changes to stipend? a. Currently $60 per meeting not to exceed $240 per month Page intentionally left blank.