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HomeMy WebLinkAboutPacket - 07/10/2018 - Finance and Personnel CommitteeFinance and Personnel Committee July 10, 2018-5:30 PM McHenry Municipal Center —Police Training Room 333 S Green Street McHenry, IL 60050 AGENDA 1. Call to Order. 2. Roll Call. 3. Public Comment: Persons wishing to address the Committee will be asked to identify themselves for the record and will be asked but are not required to provide their address. Public comment may be restricted to three -minutes for each individual speaker. Order and decorum shall be maintained at public meetings. 4. Motion to approve the June 4, 2018 Finance and Personnel Committee meeting report. 5. Review of Classification and Compensation Study conducted by GovHR. 6. Discussion on Staff Recommended Positions. 7. Staff Reports. 8. Any Other Business. 9. Motion to adjourn the meeting. Next regularly scheduled meeting is August 6, 2018. The City of McHenry is dedicated to providing its citizens, businesses, and visitors with the highest quality of programs and services in acustomer-oriented, efficient, and ftscal/y responsible mmurer. FINANCE AND PERSONNEL COMMITTEE Monday, June 4, 2018 Municipal Center Classroom, 5:30 PM Call to Order: The meeting was called to order at 5:30 p.m. Roll Call: Chairman Alderman Curry, Alderman Schaefer and Alderman Mihevc. Also in attendance Director of Finance Lynch, Director of Human Resources Campanella and Deputy Clerk Meadows. Public Comment: None Motion to approve the June 4, 2018 Finance and Personnel Committee meeting report. A motion was made by Alderman Schaefer and seconded by Alderman Devine to approve the June 4tn meeting report as presented. Roll call: Vote: 3 ayes: Alderman Schaefer, Alderman Devine and Alderman Curry. 0-nasy, 0-abstained. Motion carried. Consideration of an update regarding the Purchasing Policy and Procedures The Committee Members along with Staff discussed the proposed Purchasing Policy amendments. The proposed recommendation would require that a change order amount over 10% of the original contract price would necessitate City Council's approval. The Committee Members questioned if the recommendation discussed at the last meeting was appropriate and would apply to all contracts. Due to the fact some of the contracts are small dollar amounts and other contracts can carry very large price tags. A lengthy discussion ensured. The Committee concluded after some discussion that policy should be amended to reflect that any contract change order that exceeds $10,000.00 should be brought back to Council for approval. However, in emergency situations the change orders could be approved by the Administrator, Mayor and one member of the Finance & Personnel Committee. Then after the fact brought to the City Council for approval. A Motion was made by Alderman Mihevc and seconded by Alderman Schaefer to approve the Purchase Policy amendments regarding change orders. Roll call: Vote: 3-ayes: Alderman Mihevc, Alderman Schaefer and Alderman Curry. 0-nays, 0-abstained. Motion carried. Mayor Jett entered the meeting at 5:50 p.m. Staff Reports Finance Director Lynch reported that Lady Bugs LLC had withdrawn their application to participate in the City's Revolving Loan Fund Program and has found other funding sources. Director Campanella discussed the need for the City to obtain cyber security insurance coverage especially after the recent network incident. Any Other Business Alderman Curry commented on the Classification and Compensation Plan that was generated from the recently completed Compensation Study. He was uncertain why the Classification and Compensation Plan was placed on tonight's City Council's meeting agenda. Alderman Curry reported the last time the Finance and Personnel Committee discussed the plan the Committee Members had several unanswered questions. Director Campanella commented on the fact that the firm conducting the study has a highly regarded and respected third party consultant and she trusts their study result are factual and based on the pulse of today's working environment. In addition, the Classification and Compensation Plan had been discussed in length at a recent Committee of the Whole meeting. A lengthy discussion ensued with respect to the compensation study. Alderman Curry reported he was going to ask the Council Members to table this matter until the Finance and Personnel Committee could review the study in more detail. Adjournment There being no further public business to discuss, a Motion was made by Alderman Mihevc and seconded by Alderman Schaefer to adiourn from the public meeting at 6:10 p.m. Roll call: Vote: 3-ayes: Alderman Mihevc, Alderman Schaefer and Alderman Curry. 0-nays, 0-abstained. Motion carried. Respectfully submitted, Debra Meadows, Deputy City Clerk Reviewed and approved this day of 2018. Alderman Curry, Chairman FINANCE AND PERSONNEL COMMITTEE Monday, June 4, 2018 Municipal Center Classroom, 5:30 PM Call to Order: The meeting was called to order at 5:30 p.m. Roll Call: Chairman Alderman Curry, Alderman Schaefer and Alderman Mihevc. Also in attendance Director of Finance Lynch, Director of Human Resources Campanella and Deputy Clerk Meadows. Public Comment: None Motion to approve the June 4, 2018 Finance and Personnel Committee meeting report. A motion was made by Alderman Schaefer and seconded by Alderman Devine to approve the June 4tn meeting report as presented. Roll call: Vote: 3 ayes: Alderman Schaefer, Alderman Devine and Alderman Curry. 0-nasy, 0-abstained. Motion carried. Consideration of an update regarding the Purchasing Policy and Procedures The Committee Members along with Staff discussed the proposed Purchasing Policy amendments. The proposed recommendation would require that a change order amount over 10% of the original contract price would necessitate City Council's approval. The Committee Members questioned if the recommendation discussed at the last meeting was appropriate and would apply to all contracts. Due to the fact some of the contracts are small dollar amounts and other contracts can carry very large price tags. A lengthy discussion ensured. The Committee concluded after some discussion that policy should be amended to reflect that any contract change order that exceeds $10,000.00 should be brought back to Council for approval. However, in emergency situations the change orders could be approved by the Administrator, Mayor and one member of the Finance & Personnel Committee. Then after the fact brought to the City Council for approval. A Motion was made by Alderman Mihevc and seconded by Alderman Schaefer to approve the Purchase Policy amendments regarding change orders. Roll call: Vote: 3-ayes: Alderman Mihevc, Alderman Schaefer and Alderman Curry. 0-nays, 0-abstained. Motion carried. Mayor Jett entered the meeting at 5:50 p.m. Staff Reports Finance Director Lynch reported that Lady Bugs LLC had withdrawn their application to participate in the City's Revolving Loan Fund Program and has found other funding sources. Director Campanella discussed the need for the City to obtain cyber security insurance coverage especially after the recent network incident. Any Other Business Alderman Curry commented on the Classification and Compensation Plan that was generated from the recently completed Compensation Study. He was uncertain why the Classification and Compensation Plan was placed on tonight's City Council's meeting agenda. Alderman Curry reported the last time the Finance and Personnel Committee discussed the plan the Committee Members had several unanswered questions. Director Campanella commented on the fact that the firm conducting the study has a highly regarded and respected third party consultant and she trusts their study result are factual and based on the pulse of today's working environment. In addition, the Classification and Compensation Plan had been discussed in length at a recent Committee of the Whole meeting. A lengthy discussion ensued with respect to the compensation study. Alderman Curry reported he was going to ask the Council Members to table this matter until the Finance and Personnel Committee could review the study in more detail. Adjournment There being no further public business to discuss, a Motion was made by Alderman Mihevc and seconded by Alderman Schaefer to adiourn from the public meeting at 6:10 p.m. Roll call: Vote: 3-ayes: Alderman Mihevc, Alderman Schaefer and Alderman Curry. 0-nays, 0-abstained. Motion carried. Respectfully submitted, Debra Meadows, Deputy City Clerk Reviewed and approved this day of 2018. Alderman Curry, Chairman i HanRT Os T n P RIYeqq Ann Campanella, Human Resources Director City of McHenry 333 Green Street McHenry, Illinois 60050 Phone: (815) 363-2100 Fax: (815) 363-6889 acampanella6c ci.mchenry.il.us Finance & Personnel Agenda Supplement Date: July 10, 2018 To: Finance &Personnel Committee From: Ann Campanella, Human Resources Director Re: Continued Review of Classification and Compensation Study conducted by GovHR ATT: February 19, 2018 Finance &Personnel Committee Meeting Minutes April 2, 2018 Finance & Personnel Committee Meeting Minutes AGENDA ITEM SUMMARY: The purpose of this agenda item is for the Committee to continue discussions regarding the classification and compensation study that was recently completed by GovHR in an effort to reach a point that a recommendation can be made for consideration by the full City Council regarding the implementation of results, including the adjustment of salaries as identified in the report. Any salary adjustments would require the adoption of an amendment to the FY18/19 Budget. BACKGROUND/ANALYSIS: The last comprehensive classification and compensation analysis was completed by the City of McHenry was in the early 2000s and the City's compensation system had not been updated since FY12/13. Further, due to the recession, the former classification and compensation matrix utilized for non -bargaining unit employees was "frozen" for a number of years. As a result, the City's compensation plan has become outdated and stagnant, resulting in internal and external equity problems, including: • An impact on employee morale due to the wage disparity between union represented employees and non -union employees; • Inequity in wages for similar positions in other municipalities; • The ability of the municipality to recruit qualified candidates for open positions; and, • A requirement for increased skills, knowledge, and abilities for many positions due to new and updated technology implemented by the City. The City of McHenry is dedicated to providing its citizens, businesses, and visitors with the highest qua/ity of programs and services in acustomer-oriented, efficient, and focally responsible manner. The FY17/18 Budget included funding for retaining an external, professional, firm to undertake a classification and compensation study. Staff conducted a Request -For -Proposal process and, after receiving proposals, GovHR USA was selected to conduct the study. GovHR USA has conducted classification and compensation studies in twenty-eight (28) States and the District of Columbia and Founders Heidi Voorhees and Joellen Earl each have more than 30 years of public sector and human resources experience. At the completion of the study, a draft of the report was transmitted to the Finance & Personnel Committee, followed by a presentation of the findings in February 2018. The Finance & Personnel Committee discussed the results of the study on February 19, 2018 and April 2, 2018. Minutes of these meetings are attached for your reference. Director Campanella also provided members of the committee with additional information requested at, or subsequent to, the meetings. In summary, the new classification and compensation plan identifies that the wages of nine (9) existing positions are below the minimum wage levels identified in the study. To date, the Finance & Personnel Committee has had some discussion as to why these positions are under the minimum level and, at the conclusion of the April 2, 2018 meeting, the committee agreed that the salary ranges should be updated and that all immediate increases requested over 6% be reevaluated. Specific to these positions, to summarize, while each position stands on its own, the collective responses are as follows: • Individuals were started in positions below the ranges in the former classification and compensation matrix; • Existing positions assumed additional duties/roles/responsibilities due to workforce attrition and not filling positions, or due to the introduction of new responsibilities; • A positon was created as a part-time position but developed into a full-time position with added responsibilities; and, • Annual increases (cost of living, merit, etc.) did not keep pace with the market rate of the position. Based on additional input from the Finance & Personnel Committee, these disparities would be addressed through a recommendation by the committee to City Council to amend the FY18/19 Budget to bring the nine (9) identified positions to the bottom of the wage ranges identified in the study since the study results were not included in the FY18/19 Budget. As of the drafting of this memorandum, the total cost (wages and benefits) to adjust the FY18/19 Budget for the remainder of the fiscal year for all nine positions is $42,056. This is detailed by fund as follows: General Fund (Fund 100) = $26,768 Recreation Center Fund (Fund 400) = $11,023 Information Technology Fund (620) = $ 4,265 At this time, Staff is seeking additional input from the Finance & Personnel Committee in order to bring the topic before Council for the consideration of a budget amendment as identified. SPECIAL MEETING FINANCE AND PERSONNEL COMMITTEE Monday, February 19, 2018 Municipal Center Classroom, 5:30 PM 1. Call to Order: The meeting was called to order at 5:30 pm. 2. Roll Call: Chairman Alderman Curry, Alderman Schaefer, and Alderman Mihevc. Also in attendance Mayor Jett, Alderman Glab, Director of Finance Lynch, Human Resources Manager Campanella and Joellen Earl. z 3. Public Comment: None. 4. Staff recommendation to eliminate the McHenry Vehicle 5tic�er Program and Motion to present a recommendation to the full City Council�f the next available meeting. Chairman Curry opened the floor to the Committee for comth/ ents. Alderman Schaefer stated that he has always beenAdn advocate of finding an alternate revenue source to replace the sticker program a� would not support elimination of it without one. The revenue from stickers is usecj or roads and sidewalks and the budget is already limited. / Alderman Mihevc stated he is in favgf of eliminating the program when an alternate revenue source is determined. Director Lynch reported in 201 city contracted with a comp city data, and US Postal erv: which is used to mail r newal was accomplished re, lized ar. revenues are �n an effort to increase compliance with the program, the to assist with the program. Using Secretary of State data, ce data, they created a comprehensive address database, forms to all city residents each year. The first year this increase in revenues but unfortunately, over the years The benefit o the sticker program is the revenue. The cost of the program including materials d staff time for initiation of the program each year, enforcement, and feasibilit of increasing compliance is the downside. Chai an Curry asked Director Lynch why revenue is down 8-9% from 2011. Director L ch said the forms are mailed yet less people are buying the stickers. Chairman Curry asked if staff had determined the percentage of compliance and Director Lynch said not at this time but if she had to guess, approximately 70%. Alderman Schaefer asked how many forms are mailed and Director Lynch said she did not have that information with her at this time. Chairman Curry asked if there are any ideas as to how to gain more compliance. Director Special Meeting Finance and Personnel Committee Page 2 February 19, 2018 Lynch said that in the past there was discussion about adding the fee to the water/sewer bill. However, this is not feasible as not everyone in the city is connected to municipal water/sewer. Alderman Schaefer asked how Antioch handles their sticker program and Director ch said they have a fee for each vehicle added to residents' water/sewer billing. Th' would be difficult to process in McHenry because if a resident has only one vehicle e Utility Billing Clerk would have to manually deduct that amount from the water/ ewer billing account for each person on each account monthly. Mayor Jett said he was in favor of eliminating the sticker progra . There are revenue opportunities in other places. Reduction in front office staff which has resulted in savings, has also increased workloads and this program is a lot f work. Chairman Curry asked if the reduction in the front desk s ff is an offset of the program. Director Lynch said the positions have been reclassified nd it would be difficult to attach a dollar amount to them. Alderman Schaefer noted the sticker revenu is solely earmarked for streets and sidewalks and as for General Fund dollars, are just playing with math. Chairman Curry noted if the city saves somewhere els in the city it would be an offset as it is all General Fund dollars. Alderman Glab stated every complain a has received from residents about city stickers is because their neighbors are not c plying and this tells him that we are not enforcing the program properly and we let i slide and now we need to reinforce it. The reason we have administrative costs is tha we have never followed up with people who were not paying for a sticker and mor residents stop buying because we do not enforce it and revenue slowly drops off. derman Glab stated he would not support the elimination of the sticker program and r ommended the city add funding to bring the sticker back into compliance and asked Director Lynch how much the fine is for noncompliance. Director Lynch said the sticke ee is $12 if purchased before the deadline of July 1 and $3/month after that. A ticket r not purchasing a sticker is $25, same as a parking ticket. Alderman Glab restated he was against eliminating the program and the city should concentrate o not just the revenue from the stickers but the benefits of having the program. Curry asked for a recommendation from the Committee. man Mihevc stated this is a worthwhile discussion for the Council to engage in and a motion to forward this item to the Council for consideration; second by Chairman Alderman Schaefer said he would prefer the Committee make a plan. Chairman Curry summarized that the motion on the table is to forward this item to the Special Meeting Finance and Personnel Committee Page 3 February 19, 2018 Council with a recommendation to eliminate call the roll. Voting Aye: Mihevc, Curry Voting Nay: Schaefer J Motion carried. i program and asked the Clerk to Alderman Glab'asked for clarification on the motion that was passed. Alterman Mihevc said his intention in making the motion was to recommend to the Council the elimination of the vehicle sticker program. Alderman Glab left the meeting at 5:47 PM. 5. Presentation and Discussion of Classification and Compensation Study conducted by GovHR. Human Resources Manager Campanella introduced Joellen Earl, representing GovHR. Ms. Earl announced that in 2017 the city engaged GovHR USA to conduct the study for non -bargaining unit employees. Forty-nine non -union positions were covered by the study to determine if the jobs were rated appropriately in the city's classification plan. A new classification plan listing all of the positions was created with the highest level being department heads and city managers to entry-level jobs. A compensation survey was also conducted by looking at the market for similar positions to determine if the compensation should be adjusted. Also included in the report is a method of implementing and administering in the future, the classification and compensation findings. An analysis was conducted to determine the communities that compare to McHenry for compensation. Meetings were conducted with city employees and those employees completed Job Analysis Questionnaires as part of the job evaluation process. Analyses of the job evaluations and compensation studies were processed to complete the final report. As. Earl provided a summary on the methods used by GovHR to compile the study along with the list of communities selected for comparison. All of the communities selected for comparison rates 90 points or more in the analysis except Crystal Lake and Woodstock, which were selected at the request of the city. Chairman Curry asked what EAV or sales tax have to do with compensation adding the comparison should be the job. Ms. Earl stated that they need to obtain market data to determine if the compensation paid in McHenry matches was is in the market. Instead of arbitrarily selecting communities to compare. It would not make sense to compare a community with a much higher EAV or budget to McHenry. Ms. Earl reported 15 communities- were surveyed for compensation. Overall, we received an 80% response rate with only three communities not responding. Most of the positions when comparing, require at least three data points and most of the comparisons resulted in more than three. Special Meeting Finance and Personnel Committee Page 4 February 19, 2018 The Comprehensive Table depicting the classification plan, list of positions, job score, job grade assigned, and salary data at the 50th percentile, current salary range, current actual salary for the incumbent in the position, and proposed salary range was reviewed. GovHR was asked to calculate the ranges at the 501h percentile, which means 50% of the jobs in the comparable communities, are paid more and 50% are paid less. There are 12 grades and 3 bands on the table; Grades 1-4 are administrative and technical, 5-9 supervisors and advanced technical, 10-12 directors and city mangers. Overall, because the city has been unable to adjust the ranges over the years due mostly to the recession, the city's current ranges are below the market value. Another item that was notable is that the city has many long-term employees being paid under the minimum pay for the range or really low in the new range. If the city was so inclined, implementation of an additional adjustment for tenure was included in the final report. In closing, Ms. Earl recommended the city conduct a survey each year of the comparable communities to update the job classifications. Alderman Schaefer asked how the internal salaries were reviewed and how it was determine that the job duties are comparable. Ms. Earl stated that was the purpose for the Job Analysis Questionnaire and interviews conducted with city employee. Alderman Schaefer asked if the educational background for position "A" in Algonquin was compared to the same position in McHenry. Ms. Earl answered no, what they do is an internal job evaluation and other jobs in the city are compared to develop the hierarchy. When looking at compensation, the survey community tells us which of their jobs are comparable based on our definition. In addition, some communities use a different title for the comparable jobs. Many employees wear multiple hats and comparables are never perfect, which is why a baseline is established. Alderman Schaefer asked if there were any positions below the minimum of three points noting the city has several new recreation center positions. Ms. Earl stated if in the table, the data is blank, this would mean we did not get enough data because we did not get the three data points or we did not survey for the position. If for any reason we did not receive data from the market, compensation was based on internal comparability. Alderman Schaefer asked if GovHR also performs studies for the private industry. Ms. Earl answered no, but many clients request private sector data to try to apply it to the public sector, which is very difficult. Chairman Curry asked how proximately was determined. Ms. Earl said that sometimes it is based on distance and sometimes it is geographic; it is based on where you can pull people from to employ. Villages and cities 13,000-54,000 in population within 60 miles were surveyed and source data was from the Illinois Controllers Office. Chairman Curry reiterated in his opinion, the value of the job has nothing to do with a Special Meeting Finance and Personnel Connnittee Page 5 February 19,20B comparable community's EA or finances. When he conducted his own survey using the data provided by GovHR, he removed the revenue information and found McHenry to be comparable to only five communities used in the survey. For example, Woodstock was not in the original list; however their property tax value is extremely low and if you take that out, they become a perfect comparable. Ms. Earl said assessed value, per capita income, and sales tax revenue can have a real impact on a community's compensation and Chairman Curry said he left that data in his survey with the exception of sales tax revenue. Chairman Curry asked why communities close to the border in Wisconsin were not surveyed; Ms. Earl answered Wisconsin uses different metrics to determine their analyses and were not comparable to Illinois. The Committee agreed that they should have more time to evaluate the information and recommended the study be discussed further at the April 5 Committee meeting. 6. Staff Reports. None. 8. �Xnv Other Business, None. 9. Motion to Acliourn: Alderman Schaefer.made a motion, second by Alderman Mihevc to adjourn the meeting. Voting Aye: S'`uhaefer, Mihevc, Curry Motion carried. The meeting adjourned at 6:30 pm: Respectfully submitted, Marci Geraghty, Executive Reviewed and approved this /� day of Clerk FINANCE AND PERSONNEL COMMITTEE Monday, April 2, 2018 Municipal Center Classroom, 5:30 PM 1. Call to Order: The meeting was called to order at 5:30 pm. 2. Roll Call: Chairman Alderman Curry, Alderman Schaefer. Absent: Also in attendance Director of Finance Lynch, Mayor Jett and 3. Public Comment: None. 4. Motion to approve the March 12, 2018 report. Motion by Alderman Mihevc, second 2018 Finance and Personnel Committ'e Geraghty. and Personnel Committee meeting Chairman Schaefer to approve the March 12, meeting report. Voting Aye: Mihevc,�Schaefer, Curry Absent: None! Motion carried./ 5. Motion to apprgVe the March 26, 2018 Finance and Personnel Committee meeting report. Motion Alderman Schaefer, second by Chairman Mihevc to approve the March 26, 2018 nance and Personnel Committee meeting report. Voting Aye: Schaefer, Mihevc, Curry Absent: None. Motion carried. 6. Reconsideration of the City of McHenry Vehicle Sticker Program... - '� Chairman Curry announced upon fiuther review of the committee vote to forward to the Council a recommendation to terminate the vehicle sticker program, it was determined that this was not the proper time to eliminate the program. Chairman Curry recommended a motion be made to re rind the motion passed by the Committee February 1% 2018. Motion by Alderman �aefer, second by Alderman Mihevc to rescind the motion made to forward to the Council a recommendation to terminate the vehicle sticker program. Finance and Personnel Committee Page 2 Apri12, 2018 Voting Aye: Schaefer, Mihevc, Curry Absent: Mihevc Motion carried. 7. Review of Classification and Compensation Study conducted by GovHR. Chairman Curry stated HR Manager Campanella was present to provide an update and answer questions regarding the Classification and Compensation Study. Chairman Curry questioned the 60 mile radius used for comparisons because in his opinion, 60 miles is far to drive for a job and not too many people would do that. The Chairman distributed a copy of an analysis he put together using communities within 25 miles of McHenry as opposed to 60 miles in the GovHR study. His analysis used information from the GovHR study for communities within 25 miles of McHenry as this is more reasonable and he eliminated the comparisons to General Fund budgets and revenues. He then determined under that scenario, which communities were the most comparable to McHenry. Algonquin remained the top comparable community but some of the others changed and Woodstock Algonquin, LITH, and Lake Zurich were in the top four. HR Manager Campanella noted that many communities did not respond to the GovHR survey and therefore, it was important to reach out further away from McHenry. Various point values were assigned to each factor in the survey and distance was a low value. Other determining factors had a higher point value. The survey took a collection of all point values and they were inserted into a graph to see how they compared. The result is still the same even if we remove a comparable community. HR Manager Campanella further stated that several employees are retiring and the city has had to re -advertise those positions because the salaries were too low and only a few or no applicants responded and many did not meet the qualifications. The city's pool of candidates include those who are currently employed however not many people will change jobs for less money. Alderman Schaefer asked if there was a difference in salaries between a department versus a district. HR Manager Campanella said the pool of applicants is the same. Districts provided less data to the study however the city needs to position itself to pay an equitable wage or we will lose people to districts and turnover costs the city money. Alderman Mihevc asked if we knew the trend in terms of fulltime staff over the last few years it seems the city is trying to do more with less and asked if we had hard numbers. HR Campanella said opening the Recreation Center skewed the trend. However, in terms of HR and Payroll, it takes the same amount of effort to service a part and fulltime employee. The city processes approximately 230 payrolls every pay period. The study only considers falltime employees. The city has not eliminated as many positions as Finance and Personnel Committee Page 3 April 2, 2018 have been consolidated. Chairman Curry stated in his opinion there is no question that the salary ranges need to be updated. He further stated that many positions such as administrative assistants have many comparables listed in the survey versus other less common positions, which makes it difficult to get a hard average. HR Manager Campanella stated the communities either did not respond or did not have a similar position and GovHR was satisfied with the response rate. Chairman Curry asked who reviewed the job analysis questionnaires and HR Manager Campanella answered she and Department Heads reviewed them. Chairman Curry noted the study proposes a huge impact on personnel and he stressed the importance of being certain that the study is as accurate as possible. HR Manager Campanella stated there are 12 or 13 positions in green that will have an impact to the budget. There are just as many positions within the proposed range however many of those are employees who have been with the city over 10 or 20 years. Which is why there is a catch-up plan proposed in the study for long-term employees who would be at the bottom of the new range. HR Campanella explained the reason that some positions are proposed to increase over 10% is because those positions are underpaid. In response to Alderman Schaefer's question about eliminating employees during the economic downturn, Finance Director Lynch reported the city eliminated three positions With severance packages and three positions were not replaced due to retirements. Alderman Schaefer noted this action was intended to preserve many city jobs and asked if this is why so many positions are now underpaid. Director Lynch noted that for many years, salary increases were not considered. At Alderman Schaefer's requests, the Committee agreed that all salary ranges should be updated. Alderman Schaefer suggested the positions with proposed increases over 6% be reviewed again, and responsibilities clarified and the Committee agreed. HR Manager Campanella stated she would review the documentation and report her findings to the Committee. Chairman Curry asked about the timing when the ranges are amended. HR Manager Campanella stated in her experience, ranges are adjusted during the budget approval process. Once the ranges are caught -up, the impact to the budget should not be significant. Alderman Schaefer inquired about the two positions that are being paid more than the proposed range. HR Manager Campanella stated at this time, those salaries will not change. In conclusion, Chairman Curry summarized that the Committee agreed that salary ranges should be updated and that all immediate increases requested over 6% be reevaluated. Finance and Personnel Committee Page 4 Aprit 2, 2018 S. Discussion on Staff Recommended Positions. HR Manager Campanella stated three new positions have been requested. In her opinion, the biggest need is the City Planner position. Chairman Curry asked if this position would be responsible for the Planning and Zoning Commission instead of Director Martin, and HR Manager Campanella answered yes and would report to Director Polerecky, Alderman Mihevc noted the study and proposed reorganization is a work in progress. Chairman Curry announced that positions approved after adoption of the FY 18/19 Operating Budget would require approval of a budget amendment. Alderman Schaefer noted the city previously had a city planner position and eliminated it. In response to Chairman Curry's questions, Director Lynch stated she thought the position was eliminated in 2008 adding the duties were assumed by other positions. Chairman Curry noted the city currently has positions in Commu>ty Development that did not exist in 2008, Economic Development Director, Economic Development Coordinator and Economic Development Assistant. Discussion ensued on past organizational changes that occurred in the Community Development Department. Alderman Mihevc said it would be helpful to see a current organizational chart by position with new positions and responsibilities included. Director Lynch stated the proposed positions were not included in the FY 18/19 draft budget because she and Administrator Morefield did not want to present an unbalanced budget. At this time, the new position(s) and compensation study together cannot be included in a balanced budget. Chairman Curry concluded that future discussions should take place with a review of the current and proposed organizational chart and if the Council agrees these positions are to be considered, a budget amendment would be appropriate. 9. Staff Reports None, 10. Any Other Business � -" None. 11. Motign to adjourn the meeting. Finance and Personnel Committee Page 5 April 2, 2018 Alderman Schaefer made a motion, second by Alderman Mihevc to adjourn the meeting. Voting Aye: Schaefer, Mihevc, Curry Absent: None. Motion carried. The meeting adjourned at 6:50 pm. Respectfully submitted, Marci Geraghty, Executive Assistant/Deputy City Clerk �1 T�V , Reviewed and approved this � day of IAA)X 2018. a sax a�ven Ann Campanella, Human Resources Director City of McHenry 333 Green Street McHenry, Illinois 60050 Phone: (815) 363-2100 Fax: (815) 363-6889 acampanella(cD.ci.mchenry.il.us Finance & Personnel Agenda Supplement Date: July 10, 2018 To: Finance &Personnel Committee From: Ann Campanella, Human Resources Director Re: Discussion on Staff Recommended Positions —City Planner AGENDA ITEM SUMMARY: The purpose of this agenda item is for the Committee to discuss Staffs recommendation to place an amendment to the FY18/19 Budget before City Council for the hiring of the position of City Planner. BACKGROUND/ANALYSIS: In summary, the City of McHenry has not had a full-time City Planner position since 2009, just after the economic recession. Economic Development Director Doug Martin, a professional planner by education/training, has fulfilled this role secondary to his primary responsibility of economic development. However, given the prioritization of economic development by the City Council, it is important that Director Martin's time be committed fully to economic development -related activities. The filling of the City Planner position would take on all of the responsibilities associated with the Planning & Zoning Commission and broader municipal planning activities (like land use planning and reviewing/updating existing planning documents). Additionally, the position would be able to process and manage the various minor variance requests that are currently reviewed and processed by various staff within the Department of Community Development. The City Planner will report directly to the Director of Community Development Ross Polerecky however, will have to work closely with Economic Director Martin — initially, to seamlessly transfer planning responsibilities, and moving forward as a resource for historical planning activities that have occurred in McHenry. The City Planner's office will be located on the 1st Floor as part of the relocated Department of Community Development. As part of the recent Classification and Compensation Study, the City Planner job description was updated, analyzed, and classified as a Grade 7 in this plan with a salary range $67,760 - $84,700. Based on an estimated hiring date of October 1, 2018.should this be approved by Council, an amendment amount of $63,000 (salary and benefits) would be requested. This The City of McHenry is dedicated to providing its citizens, businesses, and visitors with the highest quality of progran►s and services in acustomer-oriented, efficient, and fiscally responsible manner. position was discussed by the Committee at the April 2, 2018 Finance & Personnel Committee Meeting. Minutes for this meeting were provided under the previous agenda item. At this time, Staff is seeking additional input from the Finance & Personnel Committee in. order to bring this topic before Council for the consideration of a budget amendment as identified.