Agenda - Council Work Session - 01/07/2014

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Reclassifications/Promotions Staff suggests the Council consider revising the current policy (Administration of the Classification Plan) which states "The City Administrator may establish a new class, create a new position within a class or reclassify a position upon approval by the City Council." Staff suggests that if the reclassification or promotion can be accomplished within the approved budget that the City Administrator be granted authority to act in this regard. Extra Duty Pay / Interim Pay The City does not have a policy relating to extra duty pay or interim pay. However, from time to time there have been situations that have occurred that could have been handled more efficiently had the City Administrator had the authority to grant short-term extra duty pay or interim pay without Council authorization. Staff suggests granting the City Administrator the authority to authorize extra duty pay and interim pay -- subject to available funding within the budget. Market Rate Pay With regard to Market Rate Pay, the Personnel Policy language states: "Occasionally positions within the City may fall behind in pay with regard to the market value. When this becomes apparent, the Human Resources Manager will make a recommendation for the appropriate salary adjustment to the City Administrator. Upon approval by the City Council, the employee in said position will receive a salary range adjustment. Staff suggests granting the City Administrator the authority to authorize Market Rate Pay adjustments without City Council approval -- subject to available funding and the budget. The City Council may wish to limit any increases to a maximum of five percent. Pay Plan - Annual Review, Amendments and Modification With regard to the Pay Plan, the Personnel Policy language states: "At least once each year prior to the beginning of the following fiscal year, the City Councilshall review the pay plan, make desired changes and approve all pay ranges for the following year..... Any amendment to the pay plan shall be based on changes in the responsibility or the duties of the position, recruiting experience, rates of pay and benefits in the public and private sector, the City's financial status, general economic conditions, federal or state law, including the Minnesota Pay Equity law, or other pertinent factors warranting such action." Staff suggests granting the City Administrator the authority to amend and modify the plan without City Council authorization -- subject to available funding and the approved budget. End of Probation The current Personnel Policy language states: "Immediately prior to the expiration of the probationary period, the City Administrator shall recommend to the City Council in writing whether or not the services of the employee have been satisfactory and whether or not employment should be continued. At the discretion of the City Administrator, an employee's probationary period may be extended for 90 calendar days for less than satisfactory performance." The practice has been to bring a case to the Personnel Committee and then to the City Council to end the employees probation. Since this practice does not change anything with regard to the hiring of the employee it is not an issue of taking hiring authority away from the Council; therefore, staff suggests granting the City Administrator the authority to end employee probationary periods. Inclement Weather Policy With regard to the Inclement Weather Policy, the Personnel Policy language states: "On occasions when the severity of the weather may cause City offices to be closed, the City Administrator will make a determination after conferring with the Mayor and, in the Mayor's absence, the Mayor pro -tem, as to whether the offices will be closed. The City Administrator will then contact WCCO Radio (830 AM) in order to provide a broadcast of the closure of our facility. Employees will be alerted that they are to listen to WCCO Radio. If it is broadcast that City offices are closed prior to the shift start time, then the employee will be paid as if it were a regular workday. If, however, the office is not officially closed, staff will be instructed to take vacation time or compensatory time off for any absence from work that occurs. If the office is officially closed after the start of the shift, staff will receive their regular pay for the remainder of the shift. Compensatory time off or vacation will be taken for time absent from work prior to the official closure. This policy will apply to office employees only and does not include Public Works or Public Safety (fire and police) employees. In circumstances where the City Administrator is out of town, the Assistant City Administrator will provide the decision on whether or not to keep City offices open. Staff suggests granting the City Administrator or Acting City Administratorthe authority to make this decision. Staff also suggests removing