HomeMy WebLinkAboutMinutes - 2/9/2004 - Finance and Personnel Committee FINANCE AND PERSONNEL COMMITTEE MEETING
Monday, February 9, 2004
Aldermen's Conference Room, 6:30 p.m.
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In Attendance: Committee Members: Chairman Alderman Murgatroyd, Alderman Bolger, Alderman
Peterson. Also in Attendance: City Administrator Maxeiner, Assistant City Administrator Lockerby, Director
of Finance Kline, Deputy City Clerk Kunzer. Mayor Low arrived at 7:10 p.m.
Chairman Alderman Murgatroyd called the meeting to order at 6:38 p.m.
Discussion: Modifications to Personnel Policv and Procedures Manual
Assistant Administrator Lockerby initiated discussions regarding proposed modifications to the City's
Personnel Policy and Procedures Manual. A step-by-step review of proposed changes took place as follows:
Sect. l.l: Inclusion of language referencing the jurisdiction for hiring and firing over Deputy Chief
position. Concurrence with Staff recommendation.
Sect. 1.3 Update of language regazding previously approved hiring policy. Following lengthy discussion,
it was the concurrence of the Committee to approve the recommendation. Alderman Bolger
expressed his concern that Council should be apprised of new hires and promotions on every
level prior to their taking place.
Inclusion of language regarding the Deputy City Clerk being appointed from existing employees
to assure consistency with Municipal Code language. Concurrence with Staffrecammendation.
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Sect. 1.5 Inclusion of language clarifying non-exempt employees and excluding sworn officers covered by
collective bargaining agreement. Concunence with Staff recommendation.
Sect. 2.1E Language change in Drug and Alcohol Policy from "will" to "may" regarding the use of accrued
sick leave, vacation and personal time off while attending a treatment program. Concurrence
with Staff recommendation.
Sect. 2.2B Language change from "payroll clerk" to "human resources". Concurrence with Staff
recommendation.
Sect. 2.2G Language changing Drug and Alcohol Policy Program Administrator from City Administrator to
Human Resources. Concurrence with Staff recommendation.
Sect. 3.4 Inclusion of language stating employees with unexcused absences may be required to pay for
pro-rata share of health, dental and life insurance benefits for unpaid leave time. Concurrence
with Staff recommendation.
Sect. 5.1 Clarification of salary review policy for all employees. Concurrence with Staffrecommendation.
Sect. 5.2 Inclusion of language indicating City Administrator approval of starting salary for non-
department head positions. Inclusion of language clarifying initial flexible starting salary for
� department heads based upon City Administrator recommendation and City Council approval.
Concurrence with Staff recommendation.
Sect. 6.2 Modification to current policy regazding accrual of compensatory time for non-union employees.
Some discussion occurred. Assistant Administrator Lockerby, responding to an inquiry, noted
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February 9, 2004
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the proposed change in policy would be applicable to approximately 25 non-union employees. It
was the� consensus to concur with Staff recommendation to amend the allowable annual accrual
for corrtpensatory time for non-union employees from 24 hours to 40 hours.
Sect. 7 Language inclusion changing the minimum call-out pay from one hour to two hours to match
collective bargaining terms. Concurrence with Staffrecommendation.
Sect. 9.1 Noting this proposed language change was tied to that previously approved in Section 5.1,
Assistant Administrator Lockerby stated the purpose of the language modification is to make
provisi�n for the starting salary of promoted employees as directed by the City Administrator.
The lariguage change also spells out the salary range for promotions to department head unless
otherwise specified by Mayor and City Council. Concurrence with Staff recommendation.
Sect. 9.2 Inclusion of language clarifying "demotion" and accompanying salary change. Concurrence with
Staff recommendation.
Sect. 12 Modification of language referencing number of times per year employee may review their
personnel file and changing person to whom request should be made to human resources
specialist. Concurrence with Staffrecommendation.
Sect 13 Language change from City Clerk/Collector to Finance Director to conform to Municipal Code
� language. Concurrence with Staff recommendation.
Sect. 15 Language change from City Administrator to Human Resources for reporting name changes.
Concurrence with Staff recommendation.
Sect 15.1J Inclusion of language to a11ow for department head review and recommendation for permission
of outside employment and training. Concurrence with Staff recommendation.
Sect. 15.2 Inclusion of language to work rule violations regarding internet and e-mail usage as previously
adopted by Council. Concurrence with Staff recommendation.
Sect. 16 Modification of existing language to require annual performance appraisals by May 1�`.
Elimination of requirement for initial six month appraisal and change of language by deleting
"rating of unsatisfactory performance" and including "a poor performance appraisal".
Concurrence with Staffrecommendation.
Sect. 19 Proposed modification to vacation program. A lengthy discussion followed regarding the
desirability to amend the vacation program prior to colleetive bargaining demands to do so.
Chairman Murgatroyd expressed concern regarding the gradual increase of one day per year of
service between 20 and 25 vacation days, especially regarding the tracking of duration of
employee service. Alderman Bolger opined the City's existing vacation policy is more than
adequate and expressed dismay at the proposed modifications. Assistant Administrator Lockerby
,� noted there had been no specific demands from the collective bargaining units following the
successful negotiations. However, all of the units expressed their need for a "me too" policy. If
the City Council modified the vacation program, union employees should be able to benefit from
the modifications as well as non-union employees. In response to an inquiry, Assistant
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February 9, 2004
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Administrator Lockerby stated the average term of service from surrounding municipalities at
which time 3-week vacations are earned is five years which coincides with proposed amendment
to City vacation program. Likewise, the average term of service from surrounding munieipalities
at whic3i time 4-week vacations are earned is 11.5 years. The proposed amendment to the City's
vacatioti program is 12 years of service. It was noted the vacation program would predominantly
affect the lower end (less years of service) employees. No concurrence with Staff
recomm endation. This issue will be revisited for further discussion prior to recommendation to
Council.
Sect. 21.1 Inclusion of"active" between "regular" and "full-time employees" in paragaph regarding other
leave - ��ersonal leave. Concurrence with Staff recommendation.
Sect. 21.3 Inclusion of "decide" for clarification in paragraph regarding other leave — returning to work
from a leave of absence. The term"decide" is added to indicate City may decide not to hold a job
open during the remainder of a leave. Concurrence with Staff recommendation.
Sect. 22.2 Inclusion of pro-rata reimbursement to City if employee leaves City employment less than 24
months following tuition reimbursement. Provision also includes modification of maximum
amount of training reimbursement from $1,250 annually to $1,750 annually, and add provision
for book reimbursement, to conform with approved collective bargaining agreements.
Concurrence with Staff recommendation.
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Sect. 23.4 Add lan�,�uage requiring documentation for expense reimbursement be provided to City within 30
calendar days. Concurrence with Staff recommendation.
Sect. 24 Inclusion of language to comply with new HIPPA requirements as required by health Insurance
Portability and Accountability Act of 1996 Privacy Rule. Concurrence with Staff
recommendation.
Sect. 24.4 Elimination of Health Insurance Partnership Distribution. City Administrator noted the City has
begun requiring employee contribution to health insurance premiums which would suggest the
elimination of the annual distribution. The City is utilizing any savings realized in keeping
proposed increases in insurance premiums at a minimum. Concurrence with Staff
recommendation.
Sect. 25 Inclusion of language demanding pro-rate reimbursement to City of paid-out clothing allowance
from any employee leaving before the end of the fiscal year. Lengthy discussion followed.
Alderman Bolger expressed his displeasure with the existing provision for clothing/uniform
allowances. Responding to an inquiry, City Administrator Maxeiner noted the clothing
allowance is applicable to appro�mately 25 employees and represents approximately $8,750 of
the City's annual budget. Included in those 25 employees are all non-union, non-department
head personnel, such as Police Sergeants, Community Development employees. Public Works
non-union employees, Parks and Recreation non-union employees, etc. He noted that although
all employees are not required to wear "uniforms", specific minimum standards of dress are
�' required of all. Some of the non-union employees do wear clothing which is easily identifiable as
a City of McHenry employee (building inspectors, public works street foremen, Police
sergeants). Other employees are required to meet standard dress codes while not specifically
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February 9, 2004
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require�i to wear a "uniform". A lengthy discussion continued. Chairman Murgatroyd stated he
had no problem with the existing clothing allowance policy. Alderman Peterson stated the pro-
rate reimbursement policy appeared fair. As no consensus was achieved, this issue will be
revisited at the next meeting of the Finance and Personnel Committee.
Sect. 26.1 Inclusion of language providing for reimbursement to City of cost of benefits from employee
taking sick leave without pay. Concurrence with Staffrecommendation.
Sect. 26.2 Add "on average" to paragraph regarding sick leave allowance for employees who work 20 to 39
scheduled hours for eligibility. Concurrence with Staffrecommendation.
Sect. 26.5 Inclusion of provisions of Council's recently approved modifications to Post Employment Health
Plan as far as utilization of unpaid sick time for post retirement insurance premiums.
Concunence with Staffrecommendation.
Sect. 34 Change language from "Collector" to Finance Director in paragraph concerning employees
turning over jury duty compensation. Concurrence with Staff recommendation.
Due to time constraints, Chairman Murgatroyd suggested deferral of the discussion regarding Capital
Development Fee increases until a future scheduled Finance and Personnel Committee Meeting. He suggested
scheduling a Finance and Personnel Committee Meeting for Monday, March l, 2004 at 6:30 p.m. The Agenda
L,�ould include further discussion regarding the proposed vacation program, clothing allowance, and
modification to the Capital Development Fees.
Adiournment
Motion by Peterson, seconded by Bolger, to adjourn the meeting at 7:28 p.m.
All ayes. Motion carried.
Respectfully submitted,
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Steven C. Murgatroyd, Chair an
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