12-13-10 CC Exec SessCITY OF SHOREWOOD
CITY COUNCIL EXECUTIVE SESSION
MONDAY, DECEMBER 13, 2010
AGENDA
1. CONVENE CITY COUNCIL EXECUTIVE SESSION
A. Roll Call Mayor Liz& _
Bailey _
Turgeon _
Woodruff _
Zerby _
B. Review Agenda
2. CITY ADMINISTRATOR PERFORMANCE REVIEW
5755 COUNTRY CLUB ROAD
COUNCIL CHAMBERS
6:15 P.M.
Attachments
Administrator's
CAF
3. ADJOURN
154 orminufty
Department
Council Meeting Item Number
Administration December 3, 2010 Special Session
From: Brian Heck, City Administrator °
Item — Administrator Review
Description /Background /Previous Action
The City Council met in executive session on December 6, 2010 to review and discuss the performance
of the Administrator over the past 12 months. The council adjourned that meeting and will meet again
on December 13 to continue the discussion on the rating to give the Administrator and to discuss and
consider changes / amendments to the employment agreement. Council will also meet with the
Administrator to provide feedback on the evaluation and to discuss and establish expectations for 2011.
The administrator's employment agreement states the employer will review the compensation on an
annual basis during the term of the agreement and the agreement shall be automatically to reflect any
salary adjustments that are provided or required by the employer's compensation policies.
Attached council will find the approved compensation policy and compensation schedule.
Any changes or amendments to the employment agreement or compensation will be discussed and
adopted during the regular council meeting.
Council Action:
6.02 Plan Administration
a. Each position in the City will have a position description that outlines the essential duties
and functions of the position along with the required and desirable knowledge, skills,
abilities, education, and experience. The position is then assigned a classification. A
classification is a group ofjobs with the same or similar duties, knowledge, skill, etc,
such as administrative assistant, maintenance worker, etc. The classification then receives
a pay equity rating based on the May evaluation system. Compensation is determined
through the League of Minnesota Cities (LMC) annual salary and benefit survey.
b. The compensation for each classification will designate a minimum salary based on the
survey group average low wage for the classification, a maximum salary based on the
survey group's average maximum salary, and a range based on the median salary of the
survey group. The median represents the desired compensation for an employee who
successfully meets the obligations and expectations of the position. This range also
provides flexibility in the hiring of staff such that individuals with more experience or
qualifications can be hired into this range. In no case shall a new hire be brought in below
the minimum salary identified for the classification. Furthermore, the city shall not
establish a wage for an employee that exceeds the maximum of the range for that
classification.
c. The purpose of the median range is to identify the compensation range for staff who meet
the expectations and obligations of the position. Staff who perform at a rate that exceeds
expectations and the obligations of their position will move toward and past the median
more rapidly than those staff who meet the expectations and obligations of the position.
Individuals who do not meet the expectations or obligations of the position will not
receive or be considered for additional compensation.
d. Meeting expectation employees whose pay is below their range median should receive a
larger percentage pay increase than meeting expectation employees whose pay is at or
above their range median.
6.0 COMPENSATION AND WAGE ADMINISTRATION
e. The Council, as part of the budget setting process, shall consider the establishment of a
performance pool based on the gross wages of non -union staff. The Administrator is
responsible for reviewing with department heads the evaluations of staff, to distribute
funds and to ensure the available funds are not exceeded.
E Employees who are over the maximum for the classification may be eligible for lump -
sum payments, but shall not be eligible to increases to their base pay until such time as
their rate of pay falls within the range for the classification.
g. Employees promoted into to a classification shall be placed into the range of the new
classification; however in no instance shall an employee receiving a promotion be
compensated below the minimum or above the maximum of the new classification.
h. Employees who are reclassified to a different position due to revisions or restructuring of
the work force, department, or position, shall be placed in range of the new classification
in the same manner as a promotion. Should the reclassification result in placement to a
lower wage rage classification, the employee shall have their pay adjusted to be within the
pay range for their new position.
Shorewood Non -Union Salary Schedule 2011- 2012
Job Classification
Job
Points
Minimum
Achieving Expected performance range
Actual Market
Low Median High
Maximum
Current
Wage
City Administrator
1040
$
92,810
$
100,339
$
111,488
$
117,062
$
122,637
$
94,621
Public Works Director ..
732
$
82,347
$
92,552
$
102;835
$
107,977
$
113,119
$
98,$50':
Finance Director
677
$
80,350
$
88,059
$
97,843
$
102,735
$
107,628
$
85,000
Planning Director
542
$
71,594
$
80,702
$
89;669
$
94,152
$
98,636
$
90,713'
City Engineer
511
$
64,002
$
72,446
$
80,496
$
84,521
$
88,546
$
78,645
Deputy Clerk/ Executive Assistant
375
$
57,824
$
63,611
$
70,678
$
74,212
$
77,746
$
75,670'.
Building Official
362
$
65,520
$
70,462
$
78,291
$
82,206
$
86,120
$
72,220
Assistant Planner
314
$
45,614
$
46,575
$
51,750
$
:' 54,338;
$
56,925
$
j 66,843
Senior Accountant
238
$
50,357
$
55,355
$
61,506
$
64,581
$
67,656
$
58,273
Receptionist /Administrative Assistant 194
$
40,102
$
44,760
: $
49,733
$
52,219
$
54,706
$
54,310
Communications Tech
194
$
40,102
1 $
44,760
$
49,733
$
52,219
1 $
54,70611$
51,353
NOTES: "Maximum" = 110% over Actual Market Median
"Market Minimum" = range minimum
from survey
"Achieving Expected Performance"
= range for employees whose
performance
meets expectations
"Low" =90% of the Median, "High"
= 105% of Median