HomeMy WebLinkAboutMinutes - 8/14/1995 - Finance and Personnel Committee � FINANCE COMMITTEE MINUTES
Nbnday, Auc�ust ?�, 1���
Members Present : Chairman Lawson, Bill Baird, Greg Bates
(arrived at 7 :40PM)
Others Present : Mayor Cuda, City Clerk Althoff, Alderman Locke,
City Administrator Peterson, Teamsters representative Michael
Haffner and several city employees
Alderman Lawson called the meeting to order at 7 :25 P.M.
REVIEW AND ADOPTION OF 1996-97 BUDGET CALENDAR
Chairman ,�lderman Lawson presented the proposed finance committee
meeting schedule . City Administrator Peterson noted that the
budget procedure includes sessions with the Department Heads to
review their budget recommendations . He suggested, as per past
practice, meetings with Department Heads be scheduled within the
same week to maintain momentum and continuity. Peterson also
reminded the committee that the budget should be adopted before
the beginning of the next fiscal year, May l, 1996 .
Alderman Bates arrived at 7 :40 P.M.
�
It was determined to schedule the forthcoming meetings on
Tuesdays at 7 : 00 P.M. due to a conflict with Alderman Bates
schedule . The next meeting will be held on Tuesday, August 29th
at 7 : 00 P.M.
PERSONNEL POLICY REVIEW
Alderman Lawson referred the committee to the October 28, 1991
letter from Seyforth, Shaw, Fairweather & Geraldson. He
suggested the committee recommend to full council that Seyforth,
Shaw, et . al . review any potential revisions made to the
personnel policy to assure legal conformity and compliance . The
committee members concurred.
Review-
SECTION 1
The question arose as to creating a definition for regular part-
time employees as well as rewording the definition for a
temporary employee. Frequently the City is unaware of the term
of employment when hiring these temporary individuals .
SECTION 2
� 2 . 0] This section must meet all ADA requirements and regulations .
2 . 1] Counc:il reviewed and approved this section just recently.
_ Finance Minutes
� August 14 , 1995
Page Two
2 . 1 E] Second paragragh, line 4 should have the word and inserted
after "substance abuse" .
2 . 3] City Administrator Peterson noted he' d like the Assistant
Administrative Assistant handle the training for this program.
SECTION 3
It was noted that the use of time cards and/or time sheets is
left up t� the individual Supervisors, although time sheets are
turned in by everyone for payroll purposes .
SECTION 4
The implementation of the new payroll process was discussed and
reviewed.
Alderman Lawson requested that Section 5 be postponed until the
end of the scheduled review. Committee members concurred.
SECTION 6
Some discussion occurred regarding the current overtime
procedure . City Administrator Peterson noted that currently the
�. City allows the 40 hours per week required before overtime to
include vacation, holiday and personal time, however the labor
laws state that overtime must be paid when an individual has
worked over 40 hours per week. No changes were made at this
time .
SECTION 7
City Administrator Peterson noted that any portion of one hour
counts as a full hour for the first hour an employee is called
out for emergency call out . All other time is rounded out in
half hour increments .
SECTION 8
8 . 0] Committee members suggested removing the marital status
section on the city' s personal information form.
Committee members agreed to return to Section 5 for discussion.
SECTION 5
5 . 3] The :�uggested change regarding step adjustments for newly
hired emp�oyees on hire dates was approved and committee members
agreed to remove sentence number 2 in this section.
� 5 .4] The words or anniversary date are to be included in sentence
one of th�s section after the phrase "on May lst" .
Finance Committee Minutes
� August 14, 1995
Page Three
SECTION 5 cont
5 . 5] This entire section was eliminated and language reflecting
the newly established merit performance pay was substituted.
Some discussion regarding the establishment of criteria for this
program followed. It was determined that this program will be
discussed at the next scheduled Finance Committee Meeting in
Executive Session.
5 . 6] Discussion regarding the sentence, The City Administrator
shall have sole discretion to interpret and consistently applv
application of the City' s Personnel Policy ensued. Committee
members noted that if an employee was not satisfied with the City
Administr�tor' s decision Section 14 , Employee Grievance Procedure
could be followed or the employee could file a petition or appeal
the council, giving the council ultimate authority in resolving
the issue.
Committee members will recommend to full council that the
phrase subiect to the provisions of Article 14 shall be added to
the last sentence in this section.
Discussion followed regarding the removal of the sentence
referencing "open communication" . Committee members will
recommend to full council that this language be included in the
� preface of the Personnel Policy.
City Administrator Peterson noted that the existing policies
currently in force cannot be amended or changed while the city is
in the midst of employee labor negotiations and as the criteria
for merit pay has not yet been established this area will be one
of negotiation.
Staff was also directed to provide a copy of the evaluation
form created for the merit pay performance.
Committee members also made the determination that employees
will be iiivited to the September 12th meeting to hear and respond
to the fitiance committee' s recommendations regarding the merit
pay performance program and criteria. The August 28th meeting
will be devoted to creating the merit pay criteria and the
September 26th meeting will be a review of the employees comments
and possible revisions . The next phase of the Personnel Policy
Manual Review will be scheduled for November 14th.
The meeting was adjourned at 9 : 10 P.M.
Respectfully submitted,
�
David Law n, Chairperson